Summer Conference Staff Information
                                     updated April 22, 2007

Centenary Conference and Facilities
Summer Conference Assistant Description

The Summer Camps & Conferences Student Assistant, under the direction of the Conference and Facilities Coordinator, plays a vital role in ensuring the success of the College’s summer conference and camp program.  The Student Assistant is involved in every aspect of the conference and camp program, from general preparation for a visiting group and on site management, to planning specific group needs with individual conference directors or coaches.

Duties & Responsibilities

A. Serve as a key liaison between the College and visiting groups:
1.  Act as a resource person to all conference directors/coaches and participants.
2. Be accessible in person or by telephone, within reason, for questions or concerns and to respond to emergency situations.
3. Attend regularly scheduled orientation, staff, and training sessions.

B. Assist the Conference & Facilities Coordinator in the efficient operation of the summer camps and conference programs.
1. Prepare information packets and keys, prior to group’s arrival.
2. Coordinate events with campus departments.
3. Perform inspection of housing and meeting facilities to check for proper set-up, air conditioning, and linens.
4. Provide assistance with any last minute set-ups, lock/unlock doors as needed, etc.
5. Help with the planning and preparation for upcoming groups.
6. Maintain accurate key, equipment and supply inventories.
7. Implement hospitality plans.
8. Be resourceful and creative in problem solving.
9. Other duties as needed and assigned.

C. Assist with the registration of incoming groups:
1. Welcome and acquaint visitors with the campus/facility layout.
2. Explain parking information and regulations.
3. Post signs and/or provide directions.
4. Be available on site for any questions/concerns that arise.
5. Make brief presentations to groups.
6. Coordinating logistics and updates with departments on campus: Dining Services, Facility Services, DPS, Athletics, Registrar’s Office, etc.

D. Assist with the day-to-day operations for a visiting group and/or sports camp:
1. Meet with conference director(s) or coaches to discuss any needs or concerns for their group as needed.
2. Report maintenance requests to Facility Services
3. Assist in residence hall preparation and occasional light custodial support as well.
4. Staff as a whole will attend major events within a conference and individual staff members will be responsible for smaller groups.

E. Perform “on-call” duty as schedule:
1. Conference Staff supervises time spent in the SUB, dining hall, and is on a rotational duty schedule in the residence halls.
2. Whenever a group is on campus, at least one student assistant must remain on campus to handle any problems that may arise after normal office hours.  The on-call shift will be rotated between staff members.

F. Perform general office duties as assigned:
1. Light typing or word processing.
2. Answer telephone calls and retrieve voice mail.
3. Deliver messages and mail to visitors.

Qualifications

• Detail oriented
• Able to work independently and as part of a team
• Able to handle both compliments and complaints
• Be assertive as well as tactful
• Able to work under pressure
• Able to live on campus (free of charge).
• Available to work during the day, evening and/or weekend shifts
• Have excellent communication skills; must be a real people person
• Must possess a positive work attitude.
• Must be able to work and react with a sense of urgency in a fast-paced environment
• Must be responsible, mature, and project a professional appearance
• Cannot have another job, on or off campus
• Cannot take summer school classes
• Should also be computer literate
• Have a valid driver’s license
• Be able to lift 35-50 pounds

Terms and Conditions of Employment

A. Length:  Estimated dates of employment are from May 12 – August 1

B. Compensation: Free room and salary -- to be determined.. Meals are available when camps are in attendance.

C. Work Schedule: An average work week will be approximately 40 hours and will be spread over all seven days as necessary to accomplish the necessary task.  However, every effort will be made to schedule two full days off each week.  Expect evening, weekend, and on call hours as well.

D. Availability:  All employees are expected to adjust personal schedules if conference demands should change; however, every effort will be made to create a schedule in advance.

E. Appearance: Formal dress is not required. However, when on duty, Conference Staff will present a neat and clean appearance.  Conference shirts will be provided for use during events.  Neat and clean khaki pants or shorts should be worn unless otherwise directed.  No T-shirts or torn or faded jeans will be permitted.  Hair should be neat, no baseball caps.

F. Rules & Regulations: All student staff will comply with Centenary College rules and regulations, and will instruct and help conference/camp participants to do likewise.

For more information on summer employment with the Centenary Conference Office contact Francine Campbell at (318) 869-5015 or by e-mail at fcampbel@mail.centenary.edu

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