Position Title: Team Leader for
Registration & Key Room Operations
Dates of Employment Term: February - August, 2013
Location of Employer: Office of Conference
Services
Job ID: S01243-325R
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.
Job Summary: To assist the Office of Conference Services as a
senior member of a team of Student Conference Assistants within the
Registration & Key Room operations. Daily work shifts entails
management of these two teams while executing duties and
responsibilities to meet deadlines. Staff resourcing and scheduling
is a critical component to the overall success of team productivity
and is critical for ensuring a seamless experience for guest
check-in/check-out. Mentoring and leadership qualities must be
carried out on a daily basis to set an example for all Conference
Assistants.
Conference Services Supervisor: Michele J. Famularo –
Senior Events Coordinator
Responsibilities:
o Attend, and actively participate in required weekly training
sessions during the spring semester.
o Attend weekly meetings with Office of Conference Services
personnel, February – August.
o Work with Office of Conference Services Supervisor to train
Conference Assistants and set bi-weekly schedule for Conference
Assistants.
o Provide exceptional, courteous and knowledgeable customer
service to ensure successful outcomes for guests.
o Work with the Office of Conference Services Supervisor to
manage the operation of the Registration Center, Registration
Office and Luggage Storage Rooms located in St. Vincent Hall,
Ozanam Lounge and the Key Room located in O’Connor Hall.
o Work with the Office of Conference Services Supervisor to
manage and maintain furniture, camera, and computer equipment and
registration supplies located in the Registration Center.
o Work with the Office of Conference Services Supervisor to
manage and track the inventory and serial numbers of blank ID card
stock on a weekly basis. Ensure ID card printers are
adequately stocked at the start of each shift.
o Conduct daily inspections of the Registration Center.
Provide re-sets of furniture and equipment to ensure these meet the
default set-ups. Test for data connectivity and ensure all
computer and camera equipment is working properly. Report any
equipment, computer, data or software problems to the supervisor
immediately. Monitor and track the cleanliness of the
Registration Center and the adjacent restrooms, reporting
facilities deficiencies to the Front Desk staff for creation of
work tickets.
o Work with Event Managers to obtain the most recent and
up-to-date housing charts at least one day prior to each group’s
check-in.
o Ensure that all housing charts are neatly organized in the
appropriate binders.
o Assist with tracking of registration supplies, blank ID card
stock and equipment maintained in the Registration Office located
in St. Vincent Hall, Ozanam Lounge, re-stock on a weekly basis or
as needed. Make recommendations for re-ordering on weekly
basis.
o As part of a team of Registration Assistants manage, monitor
and track luggage storage for our guests.
o As part of a team of Registration Assistants, use EMS
software to ensure smooth check-in/check-out of guests.
o Conducts debriefs with Event Mangers after each group
check-in/check-out and ensure all changes are captured
appropriately in the database.
o As part of a team of team of Registration Assistants, use ID
Works software and camera equipment to produce/print Storm Cards
(guest ID cards) for guests. Follow procedure for documenting all
Storm Card production in Log Book.
o Work with the Office of Conference Services Supervisor to
manage the room keys inventory. Taking responsibility for room keys
from initial turnover of keys from Residence Life to Conference
Services and throughout the summer conference season until turning
back over to Residence Life.
o Maintain accuracy of key log binders for each Residence
building. Track all lost key in key logs.
o As part of a team of Key Room Assistants, provides support
to conference groups residing on campus by assembling “Welcome
Packets” with label, room key or pin code and Storm Card
o Ensure all Registration and Key Room Assistants are
following the proper registration procedures
o Act as liaison between Office of Conference Services and
other on-campus departments including but not limited to
Information Technology, Residence Life, Public Safety, Facilities
Services, and Chartwell’s.
Qualifications:
o Student entering their Junior year or above in the fall of
2013.
o Previous work experience within professional office setting
or in an operations area.
o Ability to work well with a team of peers.
o Ability to assert oneself.
o Mentoring and leadership qualities.
o Willingness to be on the front-line of communications on
behalf of St. John’s University Office of Conference
Services.
o Great attention to detail and exceptional organization
skills.
o Ability to communicate clearly and professionally with all
summer conference guests, staff, and administration.
o Ability to stand and walk for extended periods of
time.
o Ability to abide by and enforce policies and procedures
established by Office of Conference Services.
o Ability to lift/carry objects weighing up to 50
pounds.
o Valid driver license a plus.
o Operating knowledge of Microsoft Office applications such as
Word (Mail-Merging), Excel, and Access.
o Willingness to work collegially with other Conference
Services Administrators and Conference Assistants.
o Flexibility to work mornings, afternoons, nights and
weekends.
o Flexibility to handle responsibilities assigned to meet the
needs of the 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
on right), save it as a document, and submit it along with their
resume to csevents@stjohns.edu
Completed applications, to include the questionnaire and
resume submission, must be received by the Conference Services
Department before February 20, 2013.