Conference Assistant

Job Details

Department:  Administrative Support
Job Type:  Student
Status:  Non-Exempt
Deadline:  Until Filled

APPLICATION INSTRUCTIONS

Please provide three references as follows: one from any previous job supervisor (does not have to be at Asbury), one from someone in Residence Life, one from any other Asbury faculty or staff. CONFERENCE ASSISTANT APPLICATION

CONFERENCE ASSISTANT JOB DESCRIPTION

The conference assistant is an integral part of the conference office staff and the summer conference program. The assistant presents a positive image of Asbury University by displaying a professional appearance, a pleasant and helpful disposition, positive attitude and quick, responsive action. Under the direction of the Director of Conference Services, the assistant is responsible for the daily success of the conference program through involvement in general program preparation.

Reports to:

Director of Conference Services under the Office of Student Life.

Function:

The Conference Services Assistant will function as an assistant to the Director of Conferences in coordinating and facilitating all areas related to conference services.

1. Residence Hall Duties:

Directly responsible for a residence hall, which operates like a motel in the summer. These duties involve:

• Meet with the Resident Director of respective buildings to learn emergency systems and protocols.
• Learn the procedure for working with facilities on reporting and resolving building maintenance and custodial issues.
• Inventory all keys and order replacements prior to each conference group.
• Preparing dorms for guests
  • Check every room for bunked beds, missing blinds/curtains, broken chairs, doors or other problems that would prevent use of room. Report any problems to conference office and facilities.
  • Signage (most are already made).
  • Linens/amenities distribution.
  • Lock all rooms prior to conference arrivals.
• Organize assigned office area and keep lobby of building neat and tidy.
• Gather, launder, fold and store linens after use by groups.
• Guest check in/check out
  • Collect sign-in cards and dispense keys.
  • Greet and welcome all groups.
  • Explain lost keys and how to access building.
  • Post wifi information as requested.
  • Ensure excel document is accurate as group arrives & make changes as needed.
• Group Checkout/Departure
  • Inventory keys and report missing ones to leaders ASAP.
  • Check building for damage or excessive litter, etc.
  • Check rooms for missing items, torn screens
    • Record any of above for billing purposes and report to physical plant
  • Assist in filling out forms for billing
  • Remove wifi and other signage specified for that group.
  • Bring lost and found items to the Conference Office.
• Post Season
  • Remove signage throughout the dorms.
  • Turn in extra materials to conference office, close all accounts, turn in master keys, turn dorm back to residence life.
  • Collect blankets, pillows and return to storage.

1. Serve as liaison between Conferences Director and guests.

• Meet with the camp director or housing coordinator for each new group when they arrive on campus to ensure they are properly served.
• Be available and act as a resource person to all conference participants, making appropriate referrals when necessary.
• Assist in acquainting group coordinators with Asbury University policies, emergency procedures, and campus/facility layout.
• Act as “Host” for all groups who are visiting.
• Help create their schedule.
• Understand the details of the BEO (Banquet Event Order).
• Be primary “go-to” person for their duration.
• Assist with follow-up billing and thank you notes.

III. Other duties assigned by the Conference Services Director

QUALIFICATIONS AND COMPENSATION

Be available Commencement weekend (May 1st, 2026)  through end of camps (August 7^th, 2026). Can be flexible with graduates.

Ability to communicate and interact with people.

Flexibility to work variety of hours during the day with average of 40 hrs. per week.

Extensive knowledge of Asbury residence halls is preferred.

Valid driver’s license.

Preference is given to applicants with RA experience.

Preference is given to applicants with Junior or Senior academic status.

Preference is given to applicants who have served as FYE leaders.

Compensation:

Free Housing:  $33 day x 14 weeks= $3234 value

Food allowance: $10 day x 13 weeks (you get one week off) = $910 value

Stipend for 40 hours week $4363 (divided and paid every other week)

Total compensation= $8,507.00