Seattle University

Founded 1891

Summer Conference Assistant

Application Packet

2014

Conference Assistant Application

2014
Conference Assistant Application Information
Thank you for your interest in the Summer Conference Assistant position! This packet will provide
information about the conference program on the Seattle University campus and address some
frequently asked questions about our operation and positions. Please read through this information
carefully. We are proud of our summer conference program and are pleased to provide summer
employment opportunities for Seattle University students. For your reference you should retain the
portions of this packet that do not need to be submitted.
What is the Summer Conference Program?
With the exception of student summer housing Seattle Universitys residence halls and apartments
are vacant for about three months during the summer. As a way to reduce student housing fees,
defray building maintenance costs, and subsidize renovations, we offer accommodations to visiting
groups hosting educational and professional programs. These guests include attendees from
businesses, academic and professional organizations, and international visitors. We host groups of
up to 650 attendees and can accommodate guests for one night or several weeks.
What is the job like?
Conference Assistants (CAs) help in all aspects of conference preparation and execution.
Duties include, but are not limited to:
Staffing residence front desks where conference guests are staying
Preparing check in/check out materials for conference guests
Using specialized software to check guests in and out
Using Microsoft Outlook, Windows Messenger and other programs to communicate with
the Conference & Event Services Office
Serving as campus and community resources for guests
Issuing parking permits and fitness center passes
Processing payments
Assisting housekeeping staff with information
Monitoring and documenting lost keys and conference cards
Providing service items such as irons/ironing boards, towels, etc. to customers
Providing on call services for guest assistance and emergencies
Conference Assistants may also be assigned to assist in other areas which provide peripheral support
to conference operations and/or Conference & Event Services activities.
What are the eligibility requirements?
You must be a currently registered student of Seattle University (this includes incoming freshmen).
You must be available to reside on campus during the dates of the position. You must be planning
to enroll in classes at Seattle University for the following fall quarter. You must have full availability
(30-40 hours a week) and flexibility for the summer.
What about training?
There is a mandatory training period in June for this position. The start date of this position is
immediately at the end of the school year, so it is necessary to begin training right away. Please see
the attached sheet of important dates for specific dates and times.
2014 CA Application Materials

Conference Assistant Application

2014
What is the work schedule like?
Schedules vary based on weekly conference needs. Full time work is considered up to 40 hours per
week. You should expect a rotating weekly schedule. On-call nights are scheduled on a rotating
basis. During on-call nights, Conference Assistants must be present in an assigned residence hall
from 11:00 p.m. to 7:00 a.m. in order to handle emergencies, late guest arrivals, or other guest needs.
Time off is scheduled at the beginning of the summer and is granted on a first-request basis.
What is the compensation package for Conference Assistants?
Compensation includes a private room for the term of employment, a meal plan subsidy, and wages
for hourly work at the standard student rates. On-call nights are not considered hourly work.
The pay schedule is bimonthly. This means that the first summer work paycheck is issued on June
25th and will not include a full months wages. Planning ahead for the first month of work is
essential. Pay checks will be issued every two weeks, with pay day falling on the 10th and 25th of each
month, or the Friday before if payday falls on a weekend or holiday. Each Conference Assistant is
asked to apply for summer work-study funds for this position; however, it is not necessary to have
work-study to apply. Be sure to check with your financial aid counselor to see how the
compensation might impact your financial aid.
Are Conference Assistants required to live on campus?
Yes. All Conference Assistants are provided with on campus housing in a campus residence for the
summer. It is a requirement of the position that the Conference Assistants live on campus for a
number of purposes, including: on-call nights, emergency response, late night work assignments, and
university presence. Room and board are considered compensation for on-call nights and other
additional responsibilities.
The same Housing and Residence Life policies governing academic year residents apply to
Conference Assistants. All Conference Assistants are expected to abide by all policies and help
enforce them.
What is the hiring process?
Applications are available mid-winter quarter from the Conference & Event Services office and are
accepted until April 1, 2014. A completed application is defined as one completed application form,
two completed confidential professional reference forms, a rsum, and cover letter; all submitted by
the deadline. Only complete applications will be considered. The Conference & Event Services
office is not responsible for late or incomplete applications. You are advised to request
recommendations early to allow for busy schedules and mailing time. See the attached schedule for
important deadlines.
The Conference & Event Services office will begin reviewing applications after the deadline. If you
are contacted for an interview, you will be instructed to sign up for an interview time at the
Conference & Event Services office. Interviews usually take place in the second and third week of
April. There will be two interviews. Professional or business casual attire is appropriate.
Contingent offers of employment will be extended to a small number of candidates after interviews
are completed. All successful candidates will be subject to a Washington State background check.
Once the results of the background check are received, final offers of employment will be extended.

2014 CA Application Materials

Conference Assistant Application

2014
Job Description:
Provide residence hall front desk service/coverage; open/close desk service areas; prepare
conference registration materials; assist with guest check in and check out using EMS computer
software; serve as campus and community resource for visitors; manage key inventories; attend
weekly staff meetings; assist with event set up; process cash/check/credit transactions. Prepare daily
accounting documents for desks. On-call off-hours assistance and other duties as assigned.
Job Qualifications:
Exceptional customer service; very strong computer skills; attention to detail; self-tasking; assertive;
resourceful; in-depth knowledge of campus resources; ability to follow and enforce policies; ability
to lift up to 50 lbs; must be willing to maintain conservative appearance.
Proficient with Microsoft Office and Internet Explorer/Firefox. Must live on campus; housing
provided. Must be available for mandatory training dates in June 2014.
A background check will be conducted on each candidate that will qualify to receive an offer of
employment. Offers will be extended only to candidates that pass the background check.
Level of Pay: $9.70

Hours/Week: 30- 40

Number of Openings: 12

Is there anything else I should know?

The Conference & Event Services office may host information sessions if there is enough interest. If
you are interested in such a session, please send an e-mail indicating interest to
SUconferences@seattleu.edu.
Additional Information:
Conference and Event Services is located just two blocks east of main campus, at the 1313
Columbia Building. If you have further questions about the position, feel free to stop by the office.
We are located on the first floor just inside the main entrance off the corner of 14th Avenue and E
Columbia Street. Our office is open Monday through Friday, 8:00 a.m. to 4:30 p.m. We can also be
reached by phone at (206) 296-5620 or by e-mail at: SUconferences@seattleu.edu.

2014 CA Application Materials

Conference Assistant Application

2014

2014 Summer Conference Program Important Dates

IMPORTANT: If you cannot be available for the mandatory training
period, June 17-21, please do not submit an application.
Applications Accepted

Friday, February 14, 2014 Tuesday, April 1, 2014

An application is defined as: A rsum and cover letter, one completed application form, and
two completed confidential reference forms, submitted by the deadline:
4:00 p.m. on Tuesday, April 1, 2014.
Late or incomplete applications will not be considered.
First Interviews

Monday, April 7 Friday, April 11, 2014

Second Interviews

Monday, April 14 Friday, April 18, 2014

Contingent Offers

Tuesday, April 29, 2014

Letters of Agreement due

Friday, May 9, 2014

Mandatory Training:

Monday, June 16 Friday, June 20, 2014

Official Start Date (mandatory)

Monday, June 16, 2014

Final Work Day

Tuesday, September 2, 2014

2014 CA Application Materials

Conference Assistant Application

2014

General Information
Name

E-Mail Address

Local Phone

Permanent Phone

Local Address

Permanent Address

When is the best time to contact you?

Are you currently a Seattle University student?

Yes

No

Will you be a Seattle University student Fall Quarter 2014?

Yes

No

Do you have a valid Drivers License?

Yes

No

Have you had any driving moving violations in the past three years?

Yes

No

What is your major?

If yes, please describe:

__________________________________________________________________________________________________
How many hours a week do you expect to work? ___________________________________________________________
How flexible are you in terms of your work schedule? ________________________________________________________

Skills
Indicate your familiarity with the following on a scale of 0 - 5: (0 = none; 5 = proficient)
Customer Service

Microsoft Office

Computers (PC)

Audio-Visual Equipment

Database Reports

Accounting

Are you able to lift up to 50 lbs?

Yes

No

APPLICATION MUST BE RETURNED TO CONFERENCE & EVENT SERVICES

NO LATER THAN 4:00 P.M. ON TUESDAY, APRIL 1, 2014 IN ORDER TO BE CONSIDERED.

Conference Assistant Application

2014
Questions (please attach additional sheets if necessary)
Why do you want to be a Summer Conference Assistant?

What three qualities must a Summer Conference Assistant possess and why?

Availability
Full availability is essential to this position.
Do you plan to take classes Summer Quarter 2014?
If yes, how many credits do you plan to take?

Yes

No

What Course(s)? _____________________________________

What days/times? __________________________________________________________________________________

Do you have any summer commitments that may affect your work schedule
during the time period of June 17-September 3, 2014?

Yes

No

If yes, please describe these commitments and their time requirements:

Describe any Fall 2014 commitments that may impact your employment end date (e.g. OMA Advisor, Resident Assistant):

APPLICATION MUST BE RETURNED TO CONFERENCE & EVENT SERVICES

NO LATER THAN 4:00 P.M. ON TUESDAY, APRIL 1, 2014 IN ORDER TO BE CONSIDERED.

Conference Assistant Application

2014
Work History (attach additional sheets if necessary)
Please list your two most recent work or volunteer positions:
1.

Job Title

________________ Company

Dates Employed
Supervisor

_____________

________________________________________________________________________
Phone #

Job Responsibilities:

Brief Job Description:

2.

Job Title

________________ Company

Dates Employed
Supervisor

_____________

________________________________________________________________________
Phone #

Job Responsibilities:

Brief Job Description:

To the best of my knowledge, the information I have provided in this application is true.

Signature

Date

APPLICATION MUST BE RETURNED TO CONFERENCE & EVENT SERVICES

NO LATER THAN 4:00 P.M. ON TUESDAY, APRIL 1, 2014 IN ORDER TO BE CONSIDERED.

Conference Assistant
Recommendation Form
APPLICANT: Complete the top portion of this form. Ask your reference to complete the bottom portion and return to
Conference & Event Services 4:00 p.m. on Tuesday, April 1, 2014.
Name of Applicant_________
Name of Reference

Reference Title

Reference Phone Number

Length of acquaintance

I (check one)

do waive

do not waive

my right to future access to this letter of reference.

Applicant Signature

Date

REFERENCE: The individual listed above has applied to be a Summer Conference Assistant.
Summer Conference Assistant job responsibilities include:
Guest Services (customer service, greet guests, serve as campus and community resource, problem solve)
Conference Preparation (registration paperwork, key/card packet preparation, data entry/computer use)
Event set up (problem solving, lifting, following diagrams and written instructions)
Computer and accounting skills (process and balance payments, data entry)
1.

Please provide your honest assessment of the following characteristics:

1 = poor, 2 = below average, 3 = average, 4 = above average, 5 = excellent, N/A = not applicable/Unknown
Effective communication and interpersonal skills

Attention to detail

Ability to work in a team environment

Strong work ethic

Ability to work alone

Self-tasking

Understanding of exceptional customer service

Commitment to Seattle University

Able and willing to ask questions for guidance

Proactive problem solver

2.
How will this applicants qualities benefit the Summer Conference Program? (Please feel free to
attach additional pages or continue on the back if necessary.)

Print Name

Signature

Please return no later than 4:00 p.m. on Tuesday, April 1, 2014:

Conference & Event Services
Attn: Nick Martinez
th
901 12 Avenue, P.O. Box 222000
Seattle, Washington 98122-1090
Fax: (206) 296-2545

Date

Conference Assistant
Recommendation Form
APPLICANT: Complete the top portion of this form. Ask your reference to complete the bottom portion and return to
Conference & Event Services by 4:00 p.m. on Tuesday, April 1, 2014.
Name of Applicant_________
Name of Reference

Reference Title

Reference Phone Number

Length of acquaintance

I (check one)

do waive

do not waive

my right to future access to this letter of reference.

Applicant Signature

Date

REFERENCE: The individual listed above has applied to be a Summer Conference Assistant.
Summer Conference Assistant job responsibilities include:
Guest Services (customer service, greet guests, serve as campus and community resource, problem solve)
Conference Preparation (registration paperwork, key/card packet preparation, data entry/computer use)
Event set up (problem solving, lifting, following diagrams and written instructions)
Computer and accounting skills (process and balance payments, data entry)
1.

Please provide your honest assessment of the following characteristics:

1 = poor, 2 = below average, 3 = average, 4 = above average, 5 = excellent, N/A = not applicable/Unknown
Effective communication and interpersonal skills

Attention to detail

Ability to work in a team environment

Strong work ethic

Ability to work alone

Self-tasking

Understanding of exceptional customer service

Commitment to Seattle University

Able and willing to ask questions for guidance

Proactive problem solver

2.
How will this applicants qualities benefit the Summer Conference Program? (Please feel free to
attach additional pages or continue on the back if necessary.)

Print Name

Signature

Please return no later than 4:00 p.m. on Tuesday, April 1, 2014:

Conference & Event Services
Attn: Nick Martinez
901 12th Avenue, P.O. Box 222000
Seattle, Washington 98122-1090
Fax: (206) 296-2545

Date