Skip to main content

Conferences and EventsDIVISION OF ADMINISTRATION

Summer Conference & Event Coordinator

vanderbilt students wanted for Summer 2024 Conference & Event Coordinator applications WILL BE available online IN JANUARY 2024

JOB SUMMARY

The Conference & Event Coordinator (“CEC”) is an integral part of the Office of Conferences and Events staff. The CEC position, under the direction of the Deputy Director of Conferences and Events, is responsible for the daily success of the ever-expanding conference program. The CEC responds to the needs of the visiting conference guests and event groups. The CEC is involved in every aspect of the conference program – from general program preparation to specific program requirements and/or needs of each individual group and/or sports camp.

SALARY & BENEFITS

On-campus housing will be provided in one of the Residential College Halls, and 12 meals will be provided per week when campus dining is open. A competitive salary for a 40-hour workweek.

SPECIAL REQUIREMENT(S)

CECs may not hold another summer job but may take one class. However, this is a great job for those studying for a graduate school admissions exam (including GRE, GMAT, MCAT, or LSAT). Please let us know of any possible summer plans for your interview. All CECs are required to have background checks completed by May 1, 2023. We will set up and pay for all background checks

JOB DESCRIPTION & RESPONSIBILITIES

  1. Attend any/all workshops, professional development, team building, seminars, and/or training sessions as required by the Director of Conferences; Attend all weekly staff meetings every Monday and Friday at 9 am. Communicate daily with the Deputy Director of Conferences, Assistant Director, Program Coordinators, Operations Manager, and Team Managers regarding the status of the group(s) currently on campus and continue planning for future groups;
  2. Direct and/or assist general preparation for assigned groups, including meeting facility preparation (set-up, A/V equipment, etc.), residence hall room inspections, daily inspection of assigned areas and reporting any and all maintenance needs, preparation of conference key packets, and distribution to individual conference groups, regular inventory of keys, key cabinets, and access cards, linens, furniture, and other conference materials.
  3. CECs will work together in teams and will be assigned a number of conference groups that will be housed in your specific area of campus and your specific residence halls. Your Team will be the point of contact once the conference group arrives on campus. You will see to it that each of your conference group organizers is aware of the locations of their meeting spaces, parking, meals as well as other campus resources available to them.
  4. CECs will see to it that our campus guests have an excellent campus experience and will want to return to Vanderbilt in the future. Customer service is very important. CEC are seen as Goodwill Ambassadors for Vanderbilt, and we are looking for individuals who want to share their enthusiasm with all our guests visiting our beautiful campus.
  5. Prepare and submit requested/required checklist reports, closing reports, inventories, and nightly duty logs in a timely and professional manner; Be available and act as a resource person to all conference event participants, making appropriate referrals when necessary.
  6. Performing room-to-room building inspections and locking all residence hall rooms prior to a group’s arrival. Inspecting all rooms looking for lost and found items after a group’s departure. Entering all lost items in the ‘Lost & Found’ log, bagging & tagging of lost items, and storing them in Stapleton storage. Some tasks involve manual labor which may require lifting, walking, and/or climbing stairs.
  7. Perform registration (check-in/out) duties as required. Meet with your assigned groups during their designated meal times to help groups assimilate to campus dining. Present a positive image of Vanderbilt University through a professional appearance, a pleasant and helpful disposition, a positive attitude, and quick and responsive action. Wear a clean and pressed conference staff polo shirt you received, and your conference brass name tag, and carry your cell phone or duty phone.
  8. Assist in acquainting group coordinators with Vanderbilt University’s Guidelines and Policies, Policy Statement, Protection of Minors Policy, Emergency Procedures, and Campus/Facility Layout.
  9. Each CEC will be responsible for the oversite, and upkeep of the assigned residence halls in your area. CECs are responsible for weekly key inventories, and the ordering of lost keys/access cards. Responsible for the locking of all rooms prior to a group’s arrival and when the buildings are not in use. Inventory and report all-conference/event-related damages, report excessive custodial concerns for each group to the Program Coordinators.
  10. Perform main office duty as assigned, rotating reception desk duty at the Branscomb reception desk, execute after-hours duty shifts and answer the duty phone on a rotating basis, including a 24-hour weekend duty as scheduled.
  11. As a required live-in staff person, the CEC is expected to be available, accessible in person, by cell phone (within reason) for questions or concerns, and to respond to emergencies. Meet daily with your Team and help organizer(s) concerning any needs or concerns as related to their group(s). Work closely with the Director, Assistant Director, our Program Coordinators, Logistic Manager, and Team Managers.

APPLY TO BE A SUMMER CONFERENCE COORDINATOR

The online CEC application process is currently open.

CEC applications and job descriptions are now available online at Vanderbilt.eRezLife.com. Log on and create an account and sign in for the Conference & Event Coordinator (CEC) position. Details are available on our website at www.vanderbilt.edu/meetatvanderbilt or questions will be answered by emailing conferences@vanderbilt.edu or by calling the Office of Conferences at 615.343-6899. Interviews begin on Monday, February 20, 2023, will be held via Zoom calls. The deadline to apply online is Monday, March 22, 2023. Job offers will be made by Wednesday, March 23 2023, so you will be able to secure your summer job before you depart for Spring Break.