Summer Positions

staff photo

2020 Conferences Staff Position

Looking for an on-campus summer position? This summer, we will be hiring 7-9 highly qualified, vibrant, and motivated students to work as Conference Coordinators and Managers for our office! This position is not your typical summer job, so throw away those pretzel stand applications, and say goodbye to your “me, myself, and I” Netflix dates (but maybe not entirely)! Work together with us as we build teamwork, customer service, and communication experience, as well as develop organizational and management skills! Our coordinators will manage staffing and operational responsibilities vital to a successful conferences season.  Our managers, meanwhile, will be direct liaisons for 3-4 conferences, ensuring each camp runs smoothly while developing a broad understanding of the university and one’s own working style. This position offers beneficial work for students of any academic interest and background. No matter what one’s comfort level is, this position is perfect for curious, engaged students excited by new daily challenges in a fun, active work environment!

 

These positions are available to only freshmen, sophomores, and juniors. Housing accommodations will be covered by the office for the summer employment period, with the staff residing in the Gates Apartments.  Move-in dates takes place in late May or early June, with work dates from the first week of June to the first week of August and full time workers observing between 35-40 hours per week at an hourly rate of $9.25 (rising to $10.00/hour in July). Students must be readily available to be in the office or on-call 24/7, but hours are flexibly scheduled 1-2 weeks in advance.

 

2020 Application Dates to Remember
Tuesday, March 31st

Applications (2 items) Due Online

Monday, February 17- Early April

Individual Interviews

Early April 

Group Interview

Early April 

Notification of Hire

Early April 

Accept or Deny Offer

2020 Application Materials

1. 

Please send resumea and cover letter through handshake found here: 

Handshake

2. 

Cover Letter and Resume

3. 

Recommendation Form to be filled out by a recent professor and/or employer, found here:

Click for Form

 

If you have any further questions or concerns, please do not hesitate to contact us at conferences@iwu.edu or 309-556-3100.

Thank you for your interest and applying for a position for the 2020 Summer Conference Staff! We look forward to working a great summer!

NOTE: With the extension of spring break and remote work until the end of March, interview dates are subject to change or may be done remotely. 

Conference Manager Position Responsibilities

-Be an active, positive member of the Conference Services team consisting of 6-8 Managers and 2 Coordinators, representing the office and Illinois Wesleyan University and supporting fellow staff members

-Coordinate the conference logistics of 2-4 clients to guarantee a successful program, including confirming housing rosters, meeting space reservations, meal times, catering requests, and technology needs

-Communicate regularly with conference organizers to ensure all needs are met and to keep the office and University informed of requests and potential issues

-Prepare check-in materials for assigned conference groups, including entering conference data into a centralized database system, pulling and assigning appropriate housing keys and access cards, setting out linen packs for guests, inspecting rooms and reporting defects, and organizing welcome packets

-Manage check-in and check-out processes for conference participants and guests, including directing fellow Conference Service team members on assigned conference group check-in procedures

-Interact regularly with conference directors, staff, and participants regarding their stay at Illinois Wesleyan, responding to questions, maintenance requests, and lockouts

-Attend weekly staff meetings and 1:1s with the Conference Director or Conference Coordinator

-Manage concierge desks at the Memorial Center, Shirk Center, and various residence halls

-Assist with the delivery, pick up, inventory, and maintenance of bed linens

-Assist with AV and physical room set ups across campus

-Respond to emergency maintenance requests, providing a first-contact staff presence and contacting appropriate personnel

-Create detailed invoices for each conference group managed

-Serve on a nightly on-call rotation for the campus

-Handle other duties as needed and assigned

 

Conference Coordinator Position Responsibilities

-Be an active, positive member of the Conference Services team consisting of 5-7 Managers and 2 Coordinators, representing the office and Illinois Wesleyan University and supporting fellow staff members

-Assist in supervising several Conference Managers, including providing support with conference preparation duties, monitoring completion of tasks, and offering performance feedback

-Interact regularly with conference directors, staff, and participants regarding their stay at Illinois Wesleyan, responding to questions, maintenance requests, and lockouts

-Oversee front desk operations, including maintaining the physical space, answering emails and phone calls, and greeting and assisting visitors

-As needed, provide supervision and support at check ins, check outs, and labor shifts throughout campus

Additional duties per position:

Staffing Coordinator

-Create and post the staff schedule each week for all conference managers and coordinators; this schedule is sent out approximately 2 weeks in advance and includes all shifts

-Maintain staff time off requests and work hours, ensuring balance between all staff members and that each staff member does not exceed their maximum work hours

-Have a thorough understanding of the billing process and coordinate completion of conference invoices, assisting Conference Managers as needed

-Review all invoices and approve for submission, with support from the Director, Event Coordinator, and Operations Coordinator

Operations Coordinator

-Maintain an accurate inventory of linens; determine and make appropriate orders for linens

-Arrange for delivery and pick up of rented linens from a third party vendor

-Review billing invoices for accuracy, resolve billing issues, and ensure timely payment is made for linen services through a third party vendor

-Maintain an accurate inventory of residence hall and office keys

-Submit lock change requests as needed

-Communicate regularly with campus and third party organizations to ensure strong partnerships critical to the successful delivery of conference services

-Maintain updated and accurate records of dining and catering needs, gathering requests from conference managers and communicating this information to the food services staff in a timely fashion

-Schedule and run weekly meetings with the food service staff