Summer Conference Manager
Overview: Conference Services is a part of Residential Life and coordinates the housing and dining
arrangements for conferences held at Oklahoma State University each summer. Attended by over
15,000 guests, there are a variety of camps, conferences and workshops that occupy residence and
dining halls each summer. Conferences earn over $1.3 million dollars each summer, and the revenue
generated helps support Residential Life in providing high quality services to OSU students during the
The primary goal of Conference Managers is to ensure the complete customer satisfaction from
beginning to end of their conference experience.
Conference Manager Role: As a Conference Manager for summer conferences, you will be
responsible for supervising conference assistants, overseeing facility and administrative issues,
coordinating communication between Conference Services and Conference Assistants, preparing for
all conferences, coordinating front desk coverage including preparing schedules, and wrapping up
from each conference. The Conference Manager will be involved in all phases of the conference
operation including conference preparation, check-in and check-out, assembling key packets and
preparing client materials, and handling linen. This position reports directly to the Director of
Conference Services. The position requires:
At least 1 year experience as a ability to perform light physical labor
Conference Assistant, or 2 years knowledge of the OSU campus and
experience on Residential Life staff Stillwater points of interest
excellent written and verbal ability and willingness to supervise a
communication skills team
problem solving and conflict mediation adherence to professional standards as
skills established by Conference Services
personal motivation and ability to availability during entire conference
motivate staff team season (vacation requests must be
a strong commitment to providing approved prior to beginning of season)
excellent customer service dependability and willingness to work a
flexibility and willingness to flexible schedule
accommodate guests’ changing needs
in a mature and tactful manner
accuracy and attention to detail
interest in working with campus guests
Scheduled hours will be from 24-28 hours per week.
Must be willing to work a flexible schedule including weekdays, evenings, late
evenings, early mornings and weekends.
Employment period begins with a mandatory training during April. Move-in day is
May 7, 2011 and employment ends August 13, 2011.
Must live in an assigned residence hall during employment period.
Conference Managers will receive a furnished room in a residence hall in exchange for
duty nights and mandatory meetings. All other hours will be paid at a rate of
Duties and Responsibilities:
Co-supervise teams of up to 10 conference assistants.
Attend weekly CM meetings with Assistant Director of Conference Services and
relay information by holding weekly staff meetings with conference assistants.
Create and maintain system of accountability for conference assistants.
Report any major job performance or other staff issues to AD of Conference
Serve as a resource and role model for conference assistants.
Identify and mediate minor staff conflicts and concerns.
Develop weekly schedules for Conference Assistants.
Complete any required administrative tasks thoroughly, accurately and on time as
requested by AD Conference Services.
Perform weekly key audits and report missing keys to have them re-made; where
applicable, utilize corkey materials to make keys and appropriately change locks as
Review the physical appearance of building area and report maintenance and facility
Develop and maintain professional relationships with other building staff including
Physical Plant, Housekeeping and University Dining Services.
Assist guests by checking them in and out of housing, issuing keys and meal cards,
updating records, answering questions and other duties as assigned.
Serve as a referral / resource to conference participants.
Greet and receive inquiries in a positive and courteous manner.
Represent OSU in a professional manner at all times including wearing official
Conference Services uniform and name badge and adhering to the dress code while
Work with and relate to a wide range of ages (5-70 years old).
Be a positive role model within building, and available and visible to assist guests.
Maintain regular availability by working posted office hours.
Coordinate CA coverage of desk, check-in, check-out and key preps for assigned
Assist in preparing check-in materials, including key packets, for incoming guests.
Efficiently coordinate and execute guest check-out procedures.
Set up and take down camp registration areas.
Create necessary signage to be posted in residences and other areas.
Maintain the front desk and registration areas in a neat and professional manner at
Assist in inspection of residence halls to note needed repairs and report concerns
Submit accurate reports as required and provide necessary follow-up.
Serve in duty rotation that includes evening tours, ensuring safety and security, and
appropriate policy adherence by conference guests.
Cash handling responsibilities.
Maintain building security at all times and address any violations.
Perform nightly walkthroughs of assigned residence hall(s) to ensure building is
secure and assist conference participants with lockouts.
Assist guests staying in buildings during emergency situations such as fire, medical
emergency, severe weather, etc.
Inspect rooms and common areas as assigned.
Serve on duty rotations.
Conference Managers will be allowed to enroll in a maximum of one course per
Conference Managers may not hold additional employment in the summer.
A cumulative GPA of 2.5 or higher is required.