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Conference Services at the University of Washington Tacoma serves the campus and the greater community by providing exemplary customer service, facilitating quality events and fostering an environment for student professional development.

Reporting directly to the CS Manager, the Conference Services Assistant (CSA) supports the CS team through the preparation and successful execution of external events and conferences. In addition to daily administrative tasks, the CSA will be responsible for event execution and oversight, as well as representing the program to clients, faculty, students, staff and other members of the public. The CSA will over-see student set-up plans and assist the Conference Services Operations Supervisor (CSOS) with training and scheduling the student set-up staff.

RESPONSIBILITIES

EVENTS: On-Site/Day-Of Management

Serve as primary contact for Conference Services on the day of the event and for the duration of the event or conference.

Ensure the venue is accurately prepared with room layout, media and A/V needs, security and signage.

Greet the client and assist with load-in needs and questions, i.e. load-in parking, use of carts, access to event space, etc.

Ensure catering, rentals and any other event components have arrived and are delivered to the appropriate location.

Assist with registration.
Be present on-site and available for the duration of the conference or event, including setup and breakdown to address any needs or questions the client may have and offer event expertise and support.

Troubleshoot and resolve problems, issues or concerns that may arise during the conference or event and consult with the CSM or CSOS if further assistance is needed.

Enforce and maintain adherence to UWT campus and Conference Services regulations, policies and procedures to ensure the safety of the client, our staff, the facility and the campus.

Ensure the venue is broken down after the event, including but not limited to the disposal of box lunches, wiping down tables and a walk-through for removal of waste and items left behind.

EVENTS: Setups Lead

Monitor and manage the Event Setups Inbox, responding to setup requests and questions from internal campus units.

Communicate via phone, email and in person with clients, students, staff and faculty to ensure the accurate collection of event details and information.

Review UUFs to create daily task lists for student set-up blocks while strategizing the efficient use of student labor in order to reduce the number of overtime shifts needed to complete all campus setups.

Correspond with student set-up team to ensure available overtime shifts will be staffed.

Direct the work of the student set-up teams on-site; assist students with set-ups as needed; and/or stand in if a student crew member calls in absent.

Confirm that set-ups have been executed accurately and spaces are clean, organized and equipment is in good working condition.

Report facility and/or equipment/asset damage.

Utilize a variety of software applications to create and print event layouts, event signage, sign maps, etc.

CS TEAM SUPPORT

Compose written communications primarily via email and online form requests.

Use spreadsheet and data base software to develop and maintain records.

Assist with providing client walk-throughs and campus tours.

Track inventory of event assets and supplies.

Conduct all interactions with a warm and inviting sense of hospitality and customer service.

Must possess excellent interpersonal communication skills, both written and verbal.

Strong attention to detail and organizational skills.

Must maintain excellent attendance and punctuality.

Perform related duties as required.

MINIMUM QUALIFICATIONS

High school graduation or equivalent and

Two (2) years' work experience involving public contact such as secretarial, sales promotion, public information, or in the hospitality industry OR equivalent education/experience

PREFERED QUALIFICATIONS

One (1) year of administrative, clerical and/or office support experience

Experience with R25 or 25Live

Experience with the Use of University Facilities (UUF) system

Working knowledge of the MS Office Suite including Publisher, Excel and Word


Application Process:
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.