What are the responsibilities and job description for the Conference Services Assistant position at University of North Carolina at Charlotte?
Duties and Responsibilities
The Conference Services Assistant acts as the liaison between Conferences, Reservations and Event Services (CRES) department and various summer conference groups and camps. The role of the Conference Services Assistant will encompass the final stages of the pre-planning process, on-site registration and all tasks involved to ensure smooth and successful events. The Conference Services Assistant will be required to facilitate weekly meetings and provide on-site assistance for groups. In addition, they will be required to effectively evaluate each event for future planning.
Day-to-day tasks may include but are not limited to:
- Calling and/or emailing clients to follow up on needs to meet deadlines.
- Working within event planning software and scheduling programs such as 25Live and Iris Coordinator.
- Addressing client’s questions and/or concerns outside of office hours that may arise.
- Updating databases, spreadsheets and filing and organizing paperwork.
- Communicating with campus partners including Athletics, Dining, Facilities, Housing, Parking, etc.
- Checking in on catered meals along with groups eating in dining halls.
- Ensuring room setups are accurate and appropriate equipment and/or personnel is present before client arrival.
- Being the point of contact for questions during group check-in and check-outs.
Other Work/Responsibilities
Event Coordination: Assist with event planning and coordination that may include meetings, conferences, camps and special events. Event coverage will include but not limited to checking all required event services and responsibilities, assisting all clients and campus partners with various functions, and troubleshooting/problem-solving during events as required.
Administrative Tasks: Assist with administrative functions of the Conference Services Department, including preparing event summaries, gathering event related invoices, entering data into appropriate event systems, providing event debriefs and follow-ups.
Customer Service: Assist clients and serve as first point of contact during their events on campus and disseminate information to campus partners including Athletics, Dining, Facilities, Housing, Parking, etc.
Conference Assistants also assist with any special project(s) related to the management of contracted events.
Apply online: https://jobs.charlotte.edu/postings/60631
