Position Title: Team Leader for Front
Desk Conference Assistants
Dates of Employment Term: April - August, 2013
Location of Employer: Office of Conference
Services
Job ID : S01243-325D
Candidates will only be considered for this position if
the following information is received:
1. Completion of the online student worker
application.
2. Submission of the resume to the the required email
address.
3. Completion of the questionnaire (see link at right).
4. Must have a valid driver's license.
Completed applications, to include the questionnaire and
resume submission, must be received by the Conference Services
Department before February 20, 2013.
Job Summary: Team Leaders for Front Desk Conference
Assistants will support the Office of Conference Services as a
senior member of a team of Student Workers. They will
lead by example, develop and training programs, and oversee daily
shift operations of the Front Desk Suite. Answer inquiries
and obtain information for clients, fellow Student Workers, and St.
John’s Staff. Provide information regarding activities
conducted on and off-campus and assist clients with problem
resolution.
Conference Services Supervisor: Karen Rienzi, Event
Manager
Responsibilities:
o Attend required weekly training sessions in April and
May
o Lead a team of peers in front desk operations
o Develop and lead training programs for Front Desk Team
o Create weekly schedules for Front Desk Team
o Greet guests entering the Front Desk Suite, determine nature
and purpose of visit, provide assistance, and direct or escort them
to specific destinations
o Operate telephone to answer, screen and forward calls, take
messages, provide information, and assist with facilities
issues
o Hear and resolve guest complaints
o Develop working knowledge of Banner, EMS and TMS operating
systems
o Ensure integrity of data captured, organize and disperse all
front desk documents including, but not limited to maintenance
request forms, lock-out forms, parking pass requests, telephone
messages, room change forms, lost key forms, lost Storm Card forms,
etc.
o Ensure that a proper inventory of all documents (housing
charts, facilities schedules, catering schedules, etc.) associated
with front desk is maintained at all times
o Distribute summer conference housing charts to appropriate
on campus contacts including, but not limited to Public
Safety, O’Connor Hall, Residence Halls in which guests reside, and
Gate 6 Public Safety
o Communicate with Resident Safety Monitors (RSM’s) and
Security Officers stationed in lobby area of buildings as
needed
o Capture guest signatures and ensure proper documentation of
all equipment used in Business Center by summer conference guests,
including usage of fax machine, photocopy machine, laptop
computers, and printer
o Check-in and check-out guests using EMS software
o Use ID Works software, camera equipment, and log book to
produce/print Storm Cards (guest ID cards)
o Provide support to conference groups residing on campus by
assembling and explaining “Welcome Packets”
o Assist with key changes as needed
o Monitor maintenance of office equipment, including laptop
computers and printers
o Maintain cleanliness of office area and Storeroom.
Reorganize furniture, equipment, files and supplies during each
shift. Restock supplies, equipment and restrooms as needed
o Assist with tracking of inventory of furnishings, equipment
and supplies maintained in the Storeroom and make recommendations
for re-ordering on a weekly basis
o Act as liaison between Office of Conference Services and
other on-campus departments including but not limited to Facilities
Services, Information Technology/Classroom Support, Public Safety,
Residence Life, and Chartwells
Qualifications:
o Strong leadership abilities and comfortable leading a group
of peers.
o Previous work experience within professional office setting
or in an operations area
o Knowledge of principles and processes for providing customer
and personal services. This includes customer needs assessment,
meeting quality standards for services and evaluation of customer
satisfaction
o Knowledge of administrative and clerical procedures and
systems such as word processing, managing files and records, taking
and organizing messages, and other office procedures and
terminology.
o Ability to greet, direct and guide guests who require
general conference services attention
o Gives full attention to what other people are saying, taking
the time to understand the points being made, asking questions as
appropriate and not interrupting at inappropriate times.
o Ability to work well with a team of peers, Event
Coordinators, and Conference Assistants
o Great attention to detail and exceptional organization
skills
o Ability to communicate clearly and professionally
o Operating knowledge of Microsoft Office applications such as
Word, Excel, and Access
o Flexibility to work mornings, afternoons, nights and
weekends
o Flexibility to handle responsibilities assigned to meet the
needs of clients and the department
Student workers may not work more than 20 hours per week
during the academic year. The Office of Conference Services cannot
guarantee full-time hours for all shifts during the summer months
(May - August). Employee’s summer hours may range between 20
hours and 35 hours per week.
In addition to completing the online student worker
application, applicants MUST complete the questionnaire (see link
at right), save it as a document and submit along with their resume
to csevents@stjohns.edu