2014 CA Application Packet

Seattle University Founded 1891

Summer Conference Assistant Application Packet

2014

Conference Assistant Application 2014

2014 CA Application Materials 2

Conference Assistant Application Information Thank you for your interest in the Summer Conference Assistant position! This packet will provide information about the conference program on the Seattle University campus and address some frequently asked questions about our operation and positions. Please read through this information carefully. We are proud of our summer conference program and are pleased to provide summer employment opportunities for Seattle University students. For your reference you should retain the portions of this packet that do not need to be submitted.

What is the Summer Conference Program? With the exception of student summer housing Seattle Universitys residence halls and apartments are vacant for about three months during the summer. As a way to reduce student housing fees, defray building maintenance costs, and subsidize renovations, we offer accommodations to visiting groups hosting educational and professional programs. These guests include attendees from businesses, academic and professional organizations, and international visitors. We host groups of up to 650 attendees and can accommodate guests for one night or several weeks. What is the job like? Conference Assistants (CAs) help in all aspects of conference preparation and execution.

Duties include, but are not limited to:

Staffing residence front desks where conference guests are staying

Preparing check in/check out materials for conference guests

Using specialized software to check guests in and out

Using Microsoft Outlook, Windows Messenger and other programs to communicate with the Conference & Event Services Office

Serving as campus and community resources for guests

Issuing parking permits and fitness center passes

Processing payments

Assisting housekeeping staff with information

Monitoring and documenting lost keys and conference cards

Providing service items such as irons/ironing boards, towels, etc. to customers

Providing on call services for guest assistance and emergencies Conference Assistants may also be assigned to assist in other areas which provide peripheral support to conference operations and/or Conference & Event Services activities. What are the eligibility requirements? You must be a currently registered student of Seattle University (this includes incoming freshmen). You must be available to reside on campus during the dates of the position. You must be planning to enroll in classes at Seattle University for the following fall quarter. You must have full availability (30-40 hours a week) and flexibility for the summer. What about training? There is a mandatory training period in June for this position. The start date of this position is immediately at the end of the school year, so it is necessary to begin training right away. Please see the attached sheet of important dates for specific dates and times.



What is the work schedule like? Schedules vary based on weekly conference needs. Full time work is considered up to 40 hours per week. You should expect a rotating weekly schedule. On-call nights are scheduled on a rotating basis. During on-call nights, Conference Assistants must be present in an assigned residence hall from 11:00 p.m. to 7:00 a.m. in order to handle emergencies, late guest arrivals, or other guest needs. Time off is scheduled at the beginning of the summer and is granted on a first-request basis.

What is the compensation package for Conference Assistants? Compensation includes a private room for the term of employment, a meal plan subsidy, and wages for hourly work at the standard student rates. On-call nights are not considered hourly work.

The pay schedule is bimonthly. This means that the first summer work paycheck is issued on June 25th and will not include a full months wages. Planning ahead for the first month of work is essential. Pay checks will be issued every two weeks, with pay day falling on the 10th and 25th of each month, or the Friday before if payday falls on a weekend or holiday. Each Conference Assistant is asked to apply for summer work-study funds for this position; however, it is not necessary to have work-study to apply. Be sure to check with your financial aid counselor to see how the compensation might impact your financial aid.

Are Conference Assistants required to live on campus? Yes. All Conference Assistants are provided with on campus housing in a campus residence for the summer. It is a requirement of the position that the Conference Assistants live on campus for a number of purposes, including: on-call nights, emergency response, late night work assignments, and university presence. Room and board are considered compensation for on-call nights and other additional responsibilities.

The same Housing and Residence Life policies governing academic year residents apply to Conference Assistants. All Conference Assistants are expected to abide by all policies and help enforce them.

What is the hiring process? Applications are available mid-winter quarter from the Conference & Event Services office and are accepted until April 1, 2014. A completed application is defined as one completed application form, two completed confidential professional reference forms, a rsum, and cover letter; all submitted by the deadline. Only complete applications will be considered. The Conference & Event Services office is not responsible for late or incomplete applications. You are advised to request recommendations early to allow for busy schedules and mailing time. See the attached schedule for important deadlines.

The Conference & Event Services office will begin reviewing applications after the deadline. If you are contacted for an interview, you will be instructed to sign up for an interview time at the Conference & Event Services office. Interviews usually take place in the second and third week of April. There will be two interviews. Professional or business casual attire is appropriate. Contingent offers of employment will be extended to a small number of candidates after interviews are completed. All successful candidates will be subject to a Washington State background check. Once the results of the background check are received, final offers of employment will be extended.



Job Description:

Provide residence hall front desk service/coverage; open/close desk service areas; prepare conference registration materials; assist with guest check in and check out using EMS computer software; serve as campus and community resource for visitors; manage key inventories; attend weekly staff meetings; assist with event set up; process cash/check/credit transactions. Prepare daily accounting documents for desks. On-call off-hours assistance and other duties as assigned. Job Qualifications: Exceptional customer service; very strong computer skills; attention to detail; self-tasking; assertive; resourceful; in-depth knowledge of campus resources; ability to follow and enforce policies; ability to lift up to 50 lbs; must be willing to maintain conservative appearance. Proficient with Microsoft Office and Internet Explorer/Firefox. Must live on campus; housing provided. Must be available for mandatory training dates in June 2014. A background check will be conducted on each candidate that will qualify to receive an offer of employment. Offers will be extended only to candidates that pass the background check.

Level of Pay: $9.70 Hours/Week: 30- 40 Number of Openings: 12

Is there anything else I should know? The Conference & Event Services office may host information sessions if there is enough interest. If you are interested in such a session, please send an e-mail indicating interest to [email protected].

Additional Information: Conference and Event Services is located just two blocks east of main campus, at the 1313 Columbia Building. If you have further questions about the position, feel free to stop by the office. We are located on the first floor just inside the main entrance off the corner of 14th Avenue and E Columbia Street. Our office is open Monday through Friday, 8:00 a.m. to 4:30 p.m. We can also be reached by phone at (206) 296-5620 or by e-mail at: [email protected].



2014 Summer Conference Program Important Dates

IMPORTANT: If you cannot be available for the mandatory training period, June 17-21, please do not submit an application.

Applications Accepted Friday, February 14, 2014 Tuesday, April 1, 2014

An application is defined as: A rsum and cover letter, one completed application form, and

two completed confidential reference forms, submitted by the deadline:

4:00 p.m. on Tuesday, April 1, 2014.

Late or incomplete applications will not be considered. First Interviews Monday, April 7 Friday, April 11, 2014 Second Interviews Monday, April 14 Friday, April 18, 2014 Contingent Offers Tuesday, April 29, 2014 Letters of Agreement due Friday, May 9, 2014 Mandatory Training: Monday, June 16 Friday, June 20, 2014 Official Start Date (mandatory) Monday, June 16, 2014 Final Work Day Tuesday, September 2, 2014


APPLICATION MUST BE RETURNED TO CONFERENCE & EVENT SERVICES NO LATER THAN 4:00 P.M. ON TUESDAY, APRIL 1, 2014 IN ORDER TO BE CONSIDERED.

General Information

Name E-Mail Address

Local Phone Permanent Phone

Local Address Permanent Address

When is the best time to contact you?

Are you currently a Seattle University student? Yes No

What is your major?

Will you be a Seattle University student Fall Quarter 2014? Yes No

Do you have a valid Drivers License? Yes No

Have you had any driving moving violations in the past three years? Yes No

If yes, please describe:

__________________________________________________________________________________________________

How many hours a week do you expect to work? ___________________________________________________________

How flexible are you in terms of your work schedule? ________________________________________________________

Skills

Indicate your familiarity with the following on a scale of 0 - 5: (0 = none; 5 = proficient)

Customer Service Microsoft Office Computers (PC)

Audio-Visual Equipment Database Reports Accounting

Are you able to lift up to 50 lbs? Yes No



Questions (please attach additional sheets if necessary)

Why do you want to be a Summer Conference Assistant?

What three qualities must a Summer Conference Assistant possess and why?

Availability

Full availability is essential to this position.

Do you plan to take classes Summer Quarter 2014? Yes No

If yes, how many credits do you plan to take? What Course(s)? _____________________________________

What days/times? __________________________________________________________________________________

Do you have any summer commitments that may affect your work schedule

during the time period of June 17-September 3, 2014? Yes No

If yes, please describe these commitments and their time requirements:

Describe any Fall 2014 commitments that may impact your employment end date (e.g. OMA Advisor, Resident Assistant):



Work History (attach additional sheets if necessary)

Please list your two most recent work or volunteer positions:

1. Job Title ________________ Company _____________

Dates Employed ________________________________________________________________________

Supervisor Phone #

Job Responsibilities:

Brief Job Description:

2. Job Title ________________ Company _____________

Dates Employed ________________________________________________________________________

Supervisor Phone #

Job Responsibilities:

Brief Job Description:

To the best of my knowledge, the information I have provided in this application is true.

Signature Date

Conference Assistant Recommendation Form

APPLICANT: Complete the top portion of this form. Ask your reference to complete the bottom portion and return to Conference & Event Services 4:00 p.m. on Tuesday, April 1, 2014. Name of Applicant_________

Name of Reference Reference Title

Reference Phone Number Length of acquaintance I (check one) do waive do not waive my right to future access to this letter of reference. Applicant Signature Date

REFERENCE: The individual listed above has applied to be a Summer Conference Assistant.

Summer Conference Assistant job responsibilities include:

Guest Services (customer service, greet guests, serve as campus and community resource, problem solve) Conference Preparation (registration paperwork, key/card packet preparation, data entry/computer use) Event set up (problem solving, lifting, following diagrams and written instructions) Computer and accounting skills (process and balance payments, data entry)

1. Please provide your honest assessment of the following characteristics:

1 = poor, 2 = below average, 3 = average, 4 = above average, 5 = excellent, N/A = not applicable/Unknown

Effective communication and interpersonal skills Attention to detail

Ability to work in a team environment Strong work ethic

Ability to work alone Self-tasking

Understanding of exceptional customer service Commitment to Seattle University

Able and willing to ask questions for guidance Proactive problem solver

2. How will this applicants qualities benefit the Summer Conference Program? (Please feel free to attach additional pages or continue on the back if necessary.) Print Name Signature Date

Please return no later than 4:00 p.m. on Tuesday, April 1, 2014:

Conference & Event Services Attn: Nick Martinez

901 12th Avenue, P.O. Box 222000 Seattle, Washington 98122-1090

Fax: (206) 296-2545

Conference Assistant Recommendation Form

APPLICANT: Complete the top portion of this form. Ask your reference to complete the bottom portion and return to Conference & Event Services by 4:00 p.m. on Tuesday, April 1, 2014. Name of Applicant_________

Name of Reference Reference Title

Reference Phone Number Length of acquaintance I (check one) do waive do not waive my right to future access to this letter of reference. Applicant Signature Date

REFERENCE: The individual listed above has applied to be a Summer Conference Assistant.

Summer Conference Assistant job responsibilities include:

Guest Services (customer service, greet guests, serve as campus and community resource, problem solve) Conference Preparation (registration paperwork, key/card packet preparation, data entry/computer use) Event set up (problem solving, lifting, following diagrams and written instructions) Computer and accounting skills (process and balance payments, data entry)

1. Please provide your honest assessment of the following characteristics:

1 = poor, 2 = below average, 3 = average, 4 = above average, 5 = excellent, N/A = not applicable/Unknown

Effective communication and interpersonal skills Attention to detail

Ability to work in a team environment Strong work ethic

Ability to work alone Self-tasking

Understanding of exceptional customer service Commitment to Seattle University

Able and willing to ask questions for guidance Proactive problem solver

2. How will this applicants qualities benefit the Summer Conference Program? (Please feel free to attach additional pages or continue on the back if necessary.) Print Name Signature Date

Please return no later than 4:00 p.m. on Tuesday, April 1, 2014:

Conference & Event Services Attn: Nick Martinez

901 12th Avenue, P.O. Box 222000 Seattle, Washington 98122-1090

Fax: (206) 296-2545

Documents

2014 CA Application Packet