Summer 2025 Conference Lead (Student)

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world. Learn more about American University.

Department

Conference Support II

Time Type

Part time

Summary

Job Description:

The Student Leadership Team (SLT) acts in a paraprofessional capacity during the summer conference season, assisting University Conference & Guest Services (UCGS) with conference and event planning duties at client facing and operational levels. Conference Leads report directly to one of the UCGS Conference & Event staff and will become experts in their portfolio of conferences, including organizing details for their clients’ arrivals, mid-stay needs and departure, onsite coordination, supporting Conference Assistants with frontline customer service and responding after-hours as part of the Duty structure. The Conference Lead will be responsible for working with conference groups and planners during their stay at American University and assist the Conference & Event staff with various administrative aspects such as updating StarRez (summer conference management system), verifying check in/out documents, classroom and meeting space reservations, parking/transportation, and fitness center access.

Responsibilities

• Assist UCGS Professional Staff (ProStaff) with conference group preparations and needs.
• Communicating with clients to understand, organize, and fulfill their requests and relay policies
• Sending Final Reservation Forms to clients and ensuring they are returned by their deadlines.
• Maintaining updated records in StarRez of all client information.
• Preparing guest access cards and room rosters.
• Assisting in the planning and staffing of conference check in/out.
• Providing campus tours for conference groups as needed.
• Helping to reserve, manage, and check all meeting space reservations and AV requests.
• Tracking and assisting in all parking/transportation and fitness center access requests.
• Providing the highest level of customer service to all guests on campus.
• Supporting Conference and Operations Assistants in the execution of their duties as required.
• Serve in a single week (7 consecutive days) on call rotation with the other Conference Leads.
• As the SLT on call, respond to after-hours requests from Student Staff, ProStaff and clients on housing issues, guest cards, meal plans, room set-up, etc.
• Refer all crises/emergencies to AU Police, Community Director, or UCGS ProStaff on call and file detailed Incident Reports, to be maintained as part of UCGS official records.
• Document all calls through the daily on call report and submit the report by 10:00am each day.
• Be an active part of the Summer Leadership Team and serve as a leader within the Student Staff community.
• Understand, enforce, and adhere to all relevant policies/procedures as set forth by University Conference & Guest Services, the Student Code of Conduct, and American University.
• Attend all required training/meetings and respond to emails within 24 hours, as directed by UCGS professional staff.
• Respond to requests from Student Staff, ProStaff and clients during office hours, 8am – 8pm daily.
• Assist professional staff with various administrative projects. Other duties as assigned by UCGS professional staff.
• Attend in-person Student Leadership Team (SLT) training session on Saturday, April 5, 2025.
• Must be available for all in-person training sessions, Monday, May 12, 2025 - Friday, May 16, 2025. If a staff member is unable to meet this requirement, the offer will be rescinded, and housing charges will begin.
• Attend, be on time, and present for all scheduled/assigned shifts, in-person training, staff meetings.
• Must be available to work in office during the Spring semester for 5-10 hours/week, beginning April 7, 2025.
• Must be available to work a 30-hour work week with traditional business hours as well as non-traditional evening and weekend hours, from May 12th - August 13th. The SLT office is open from 8 am - 8 pm every day of the week.
• Must work closing day of Summer Operations on Saturday, August 9th, unless employed with HRL as an RA/DA for the Fall 2025 semester.
• Attend all weekly in-person Summer Leadership Team & UCGS Managers Meeting on Wednesdays from 1-2 pm.
• Must serve in an overnight "on call" rotation from 8 pm - 8 am including weekends and holidays.
• Submit a self-evaluation and attend an end of summer evaluation meeting with supervisor.
• Respond to emails from UCGS professional staff within 24 hours.
• Encourage and maintain a community atmosphere where the rights and responsibilities of staff, residents, and guests are held in high regard. Encourage the development of a staff ‘team’ and actively work to address tensions/interpersonal issues of the staff as they arise.
• Ensure that summer staff members create a welcoming environment for guests and maintain standards for a high level of customer service.
• Participate in staff development activities and encourage the participation and involvement of all summer staff positions.
  
  

Position Type/Expected Hours Of Work

• Part-Time.
• April 1, 2025 - August 9, 2025. Opportunity to continue working during the transition period from August 10th - 13th.
  
  

Compensation

• $19 per hour.
• Housing in single occupancy is provided and is required to live in assigned on-campus residence space during the duration of employment with UCGS. Staff are required to move into and out of summer residence assignments on designated dates assigned by AU Housing & Residence Life staff.
• The ability to opt in to a summer meal plan as part of compensation paid for by UCGS. Meals will only be available when residential dining is open/operational. UCGS will designate a deadline for the opt in summer meal plan covered by the department. Once the deadline has passed, UCGS will no longer cover summer meal plans.
• Housing and dining are considered compensation and may impact financial aid eligibility for students enrolled in summer classes.
• The ability to opt in for a MyFridge rental as part of compensation paid for by UCGS, if requested by designated deadline. Delivery and pick-up dates are flexible with the start/end of conference season.
• Unlimited no cost use of residence hall laundry facilities.
  
  

Required Education And Experience

• Strong administrative and organizational skills as well as strong interpersonal and customer service skills.
• Proven excellence in managing large numbers of details and logistics with a project or event.
• Familiarity with the Microsoft Office suite (Microsoft Word, Excel, Outlook).
• Ability to represent American University by means of a pleasant and helpful disposition, a positive attitude, and quick response.
• Due to the demanding nature of this position, Summer Leadership Team members may not hold an outside job or internship during the summer operation May – August.
• Be available to work immediately following May final exams until mid-August unless otherwise modified by the UCGS staff or their designee.
• Maintain flexible hours to coincide with the summer conference operation that is 24/7 from May - August.
• Full attendance at mandatory in-person summer training sessions, as well as staff meetings otherwise approved in advance by the UCGS staff team or their designee.
• Must be a full time, matriculated AU student in Summer 2025 or Fall 2025.
• Applicants must hold a cumulative GPA of 2.00 or higher.
• Successful review of judicial records.
• Must be in good standing with the University and comply with all University and UCGS policies.
• This position is contingent upon the successful completion of a pre-employment background check.
• Knowledge of the University and Washington, DC area preferred.
• Must live in residence halls during summer months.
• Live-in staff members are expected to be available for all scheduled assignments and projects, and are expected to be accessible in person, by phone, or by e-mail to answer questions, respond to emergency situations, and to perform other administrative tasks and projects as needed.
• Must have lived at least 1 semester in university residence halls.
• Must be able to lift regularly 25-50 lbs.
• Must be able to work outside in DC heat and walk around campus.
• Must be able to push moving carts, tables, and chairs between buildings across campus.
  
  

Preferred Education And Experience

• Previous summer conference and/or event planning experience preferred, but not required.
  
  

Other Details

• This position is available only to enrolled American University students.
• Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
• American University is an E-Verify employer.
• Visit https://www.american.edu/hr/ for additional information about American University employment and benefits.
  
  

Current American University Employees

American University current employees (including those employed in student positions) must apply through their employee Workday account. If you are a current employee at American University, please log into Workday and select the Find Jobs report which will take you to our internal career listings.

Contact Us

For more information or assistance with the American University careers site, email theworkline@american.edu.

American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.