Conferences Services Intern

University of Miami•Coral Gables, FL

10d•Onsite

About The Position

Immerse yourself in different cultures, learning, and meet people from every state and country in the world. From your first day here, expect a fresh perspective on people, events and places and discover what it means to become a true citizen of the world at the University of Miami! Set amid a beautiful tropical landscape, The University of Miami is home to nearly 15,400 undergraduate and graduate students from every state in the nation and 140 nations around the world. Conference Services focuses on coordinating conferences and events that use multiple venues and services on campus such as residence hall accommodations, meeting rooms, special event space, catering and parking. OCS acts as the central point of contact for both internal and external clients, providing accurate information and handling requests for conferences, camps, meetings and events. Hosting over 40 groups a summer, we range from pre-orientation sessions to 8 week research programs, summer intern housing to computer science camps. Our conference program continues to grow and become a destination. POSITION DESCRIPTION: Work directly with the Assistant Director of Conference Services and assist with the planning and coordination of summer conferences. Serve as the coordinator for Summer Programs, which includes summer housing, summer intern housing, and conference housing. Contribute to Senior Guest Experience Assistant (SGEA) and Guest Experience Assistant (GEA) training. Act as liaison between the Conference Services team and the conference/camp coordinators from pre-check-in to post check-out. Manage all aspects of staffing for conference operations and coverage including leading weekly staff meetings, supervising and scheduling a group of 17-20 Guest Experience Assistant (GEA) student staff. Develop weekly staff schedule to include: Desk Coverage, On-Call Duty, Room Checks, and Housekeeping shifts. Maintain inventory of linens restock and prepare for cleaning as needed. Supervise room inspections and the check-in and check-out process for assigned groups. Develop and lead social programming for Summer Intern Housing participants. As a live-in staff member, the Conference Services Intern will be expected to be accessible in person or by telephone to handle questions, respond to emergency situations and perform other administrative tasks as required. Participate in on-call rotation for conference and summer housing operations. Night and weekend work required. Perform administration work such as filing, answering department emails and phone calls, etc. Evaluate and place work orders with facility services; follow up afterwards when needed. Spring Term: Must attend two (2) mandatory training sessions via zoom. Dates and time TBD. Mid-May –Mandatory training sessions three (3) days total dates and times TBD.

Requirements

Bachelor's degree in an appropriate area of specialization.
Must attend two (2) mandatory training sessions via zoom. Dates and time TBD.
Mandatory training sessions three (3) days total dates and times TBD.
Living on campus in a location designated by Conference Services is required as it is a condition of employment.
If the Intern voluntarily terminates their position before the agreed-upon term, the Intern agrees to vacate their position immediately upon providing notice of resignation.

Responsibilities

Work directly with the Assistant Director of Conference Services and assist with the planning and coordination of summer conferences.
Serve as the coordinator for Summer Programs, which includes summer housing, summer intern housing, and conference housing.
Contribute to Senior Guest Experience Assistant (SGEA) and Guest Experience Assistant (GEA) training.
Act as liaison between the Conference Services team and the conference/camp coordinators from pre-check-in to post check-out.
Manage all aspects of staffing for conference operations and coverage including leading weekly staff meetings, supervising and scheduling a group of 17-20 Guest Experience Assistant (GEA) student staff.
Develop weekly staff schedule to include: Desk Coverage, On-Call Duty, Room Checks, and Housekeeping shifts.
Maintain inventory of linens restock and prepare for cleaning as needed.
Supervise room inspections and the check-in and check-out process for assigned groups.
Develop and lead social programming for Summer Intern Housing participants.
As a live-in staff member, the Conference Services Intern will be expected to be accessible in person or by telephone to handle questions, respond to emergency situations and perform other administrative tasks as required.
Participate in on-call rotation for conference and summer housing operations.
Perform administration work such as filing, answering department emails and phone calls, etc.
Evaluate and place work orders with facility services; follow up afterwards when needed.