Description

Villanova University

Conference Services Desk Manager

Posting Details

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Position Information Posting Number:20260022VPosition Title:Conference Services Desk ManagerPosting TypeStudentHours/week:25-40 hours per weekEligibility:Work study preferred but open to all studentsSemester2026 SummerLocation Galberry HallDetailed Work Schedule25-40 hours per weekNumber of positions:1Department:508-Office of Conference ServicesContact Name:Alexis JankowskiContact Phone/Extension:610-519-7595 Position Summary Information Job Description Summary:During the summer months, the Office of Conference Services (OCS) employs a student Service Desk Manager to work with operation and reservation functions for conference, camp, and guest groups using Villanova's meeting, dining, housing, catering and recreation facilities. The Service Desk Manager (SDM) will supervise and work beside the Service Desk Assistants (SDAs) in managing the Service Desk Operations in Galberry Hall.

Please Note: Candidates must be able to work between May 18th-August 7th. Also, each position comes with a housing accommodation and meal plan. Potential hours available past August 7th.

1. Supervise SDA staff to facilitate preparation for the arrival and stay of guest groups.
2. Data entry and reporting, using Conference Programmer Software, as assigned by Administrative Staff.
3. Assist SDA's in the completion of tasks whenever possible.
4. Work with the CM to assign and distribute tasks to SDA's and CAs using proprietary Conference Services software, accounting for the number of staff a task requires, which staff is responsible for which task, and the necessary window of time needed for a task.
5. Manage the load of daily tasks per shift, based on when shifts do and do not overlap, using proprietary Conference Services software.
6. Plan, prepare, update, and implement daily/weekly/seasonal operation plans using proprietary Conference Services software.
7. Check in on progress on assigned daily tasks, accounting for work consistency, timeliness, and schedule concerns, and make adjustments (i.e. reassigning a task to another date, reassigning a task to another SDA, assigning another SDA to a task, etc.) using proprietary Conference Services software when and where necessary and possible.
8. Oversee the updating of task log(s) using proprietary Conference Services software to reflect the status of daily, weekly, and seasonal tasks, such as completed, in-progress, unassigned, etc.
9. Assist Pro-Staff with assigning SDAs to weekly shifts and redistributing SDAs from anticipated shifts using proprietary Conference Services software, based on workload, need, flexibility, and requests.
10. Verify tasks are done through full completion, and circling back with SDAs to address any incompletions.
11. Serve as a point of communication for SDAs at all times, including moments of uncertainty, moments of concern, etc.
12. Ensure the SDA's are communicating with other SDA's and the CA's about which tasks were completed and which were incomplete from the previous shift.
13. Communicate with Professional Staff to address any uncertainty about tasks or to relay when assignments are complete.
14. Communicate SDA updates, trends, and concerns to Professional Staff.
15. Staff and facilitate linen deliveries and pickups.
16. Attend daily, weekly, and monthly meetings with Professional Staff, held as needed.
17. Conduct SDA performance evaluations, and managing the overall performance of SDAs, addressing any trends, changes, strengths, and areas of improvement.
18. Engage in and help facilitate staff meetings and training.
19. Host ongoing SDA staff training throughout the duration of the SDM role, addressing any problem areas, and conducting refreshers as needed.
20. Staff the Conference Service Desk on a scheduled basis, answer the telephone and assist guests according to need (collect and hand out linen, towels, soap and the like, provide campus and local information, assist with lock-outs, process maintenance requests, prepare and process walk-through and assessment sheets, lost & found, intern mail, and perform all clerical tasks).
21. Work with the CA's when needed to facilitate and assist in conducting breakdowns of apartments and dorms, meeting spaces, lounge spaces, and recreation spaces in accordance with Conference Services standards (i.e. collecting bed linens, blankets, towels, lined trash cans, soap, shampoo/conditioner, toilet paper, other assorted room toiletries, tables, chairs, supplies, and other materials).
22. Manage the check-in and check-out processes according to prescribed procedures for different locations on campus, using proprietary Conference Services software.
23. Prepare and monitor all incident reports on a timely basis and keep professional staff looped in on important issues.
24. Oversee the work place, storage space and equipment to ensure it is being kept clean and orderly.
25. Launder and iron the OCS tablecloths.
26. Manage the preparation of registration materials (including room assignments, wildcards, keys, etc.) in advance of group arrivals and scheduled registration activity, as well as after-hours registration as assigned.
27. Facilitate and assist with pre-/post-season apartment and dorm set-up, breakdown, and room assessments and ensure completion of all necessary forms.
28. Manage, track, and log the inventory, organization, and cleanliness of all equipment, all office spaces, and all storage rooms across campus, throughout the duration of the CM role.
29. Take responsibility for assigned major areas of conference operations: key management; motor vehicles; linen inventories/storage areas; table/chair inventory.
30. Make any necessary disciplinary recommendations to Professional Staff, based on performance evaluations of CAs.
31. Staff the Conference Service Desk on a scheduled basis; tasks include answering the telephone and assisting guests according to need by providing campus and local information, assisting with lock-outs, processing maintenance requests, preparing and processing walk-through and assessment sheets using proprietary Conference Services software, managing lost & found items, and performing all clerical tasks.
32. Data entry and reporting as assigned by Professional Staff, using proprietary Conference Services software.
33. Communicate regularly with guests. Solicit information from guests about problems. Follow up with resolutions to the problems and/or refer guests to the appropriate department if further follow-up is necessary.
34. Manage the washing and upkeep of trashcans as rooms/buildings are broken down.
35. Manage the regular cleaning and upkeep of golf carts.

Be able to drive a box truck (no special license required), training provided.Requirements:Minimum:

• High School Diploma
• Takes initiative, Timeliness, Mediation Skills, Self-Sufficient, Self-Motivated, Team Building skills
• Completes assigned job tasks, Reliability, Attention to detail, Verbal communication skills, Adaptability, Team player, Enthusiastic, Responsible
• Ability to drive a motor vehicle
• Basic familiarity with tablets and laptops
• Must be an enrolled student at Villanova
• Previous work in Villanova Conference Services

Preferred:

• Some college education
• Shift Management, Customer service, Event Management, Clerical Services
• Leadership and hospitality industry skills and experience
• Proficient use of tablets and laptop devices

Additional Information:

• Preferred valid Driver's License required with a good driving record and no traffic violations. Must be able to meet and maintain VU driving privileges as outlined by Villanova's Risk Management's Motor Vehicle Record Policy for Driver's of University Vehicles.

Physical Demands Summary:

• must be able to lift/push/pull 25-45 pounds
• ability to stand for extended periods of time

Wage Rate:$16.00 per hour Posting Detail Information Closing Date (11:59pm ET):Open Until FilledYes

Posting Specific Questions

Required fields are indicated with an asterisk (*).

1. * Are you currently a registered Villanova student?
   • Yes
   • No
2. * Are you eligible for work study?
   • Yes
   • No
   • I don't know
3. * Have you ever worked on campus before? If "Y", what department and semester/year?

   (Open Ended Question)

4. * What is your availability (days, times)?

   (Open Ended Question)

5. * Do you have a valid driver's license?
   • Yes
   • No
6. * Are you currently enrolled as a college student?
   • Yes
   • No
7. * How did you first hear of this employment opportunity?
   • Indeed.com
   • Higheredjobs.com
   • LinkedIn
   • Glassdoor
   • Chronicle Vitae
   • Academic Keys
   • PA CareerLink/JobGateway
   • Professional Affiliation/Trade Website
   • Diversity Association/Publication Website
   • Advertisement in Academic or Professional Publication
   • Referred by a current employee
   • Referred by a friend, family member, or former employee
   • Heard about it at a conference or career fair
   • Browsing the Villanova website
   • Cabrini University employee
   • Other

Optional Applicant Documents:

Required Documents

1. Resume / Curriculum Vitae

Optional Documents

1. Cover Letter / Letter of Interest
2. Letters of Reference (uploaded by applicant)

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