Summer 2026 UCGS Operations & Scheduling Lead (Student)

American University • Washington, DC

3d • $20 • Onsite

About The Position

The Student Leadership Team (SLT) acts in a paraprofessional capacity during the summer conference season, assisting University Conference & Guest Services (UCGS) with conference and event planning duties at client-facing and operational levels. The Operations & Scheduling Lead (OSL) reports directly to the Senior Operations Manager within University Conference & Guest Services. The OSL is responsible for creating the master schedule of all student staff members in the scheduling software as well as approving timesheets in Workday. The OSL will conduct clean linen inventories by sorting linens and organizing the package rooms in the residence halls. The OSL will oversee the venues within residence halls and report damages by clients to the Senior Operations Manager.

Requirements

• Strong administrative and organizational skills as well as strong interpersonal and customer service skills.
• Proven excellence in managing large numbers of details and logistics with a project or event.
• Familiarity with the Microsoft Office suite (Microsoft Word, Excel, Outlook).
• Ability to represent American University by means of a pleasant and helpful disposition, a positive attitude, and quick response.
• Due to the demanding nature of this position, Summer Leadership Team members may not hold an outside job or internship during the summer operation May – August.
• Be available to work immediately following May final exams until mid-August unless otherwise modified by the UCGS staff or their designee.
• Maintain flexible hours to coincide with the summer conference operation that is 24/7 from May - August.
• Full attendance at mandatory in-person summer training sessions, as well as staff meetings otherwise approved in advance by the UCGS staff team or their designee.
• Must be enrolled as an AU student in Summer 2026 or Fall 2026.
• Applicants must hold a cumulative GPA of 2.00 or higher.
• Must be in good standing with the University and comply with all University and UCGS policies.
• Must live in residence halls during summer months.
• Live-in staff members are expected to be available for all scheduled assignments and projects, and are expected to be accessible in person, by phone, or by e-mail to answer questions, respond to emergency situations, and to perform other administrative tasks and projects as needed.
• Must have lived at least 1 semester in university residence halls.
• Must be able to regularly lift 25-50 lbs.
• Must be able to work outside in DC heat and walk around campus.
• Must be able to push moving carts, tables, and chairs between buildings across campus.

Nice To Haves

• Knowledge of the University and Washington, DC area preferred.
• Previous summer conference and/or event planning experience preferred but not required.

Responsibilities

• Scheduling & Payroll: The Operations & Scheduling Lead will oversee all aspects of scheduling and reporting of hours. Review availability and Request for Time-Off (RTO) of 50+ student employees. Create and assign all shifts for the (3) student staff positions: Operations Assistant (OA), Overnight Conference Assistant (OCA), Conference Assistant (CA). Publish the entire summer schedule by April 24, 2026. Handle shift swaps and drops throughout the conference season in accordance with the UCGS Scheduling Policy by approving/denying requests in SubItUp. Manage and maintain confidentiality weekly timesheets submitted by student staff via WorkDay. Responsible for approving or rejecting student submissions. Following up with student staff when necessary. Ensure student staff follow the required hours as set forth by UCGS. Maintain the UCGSScheduling email inbox by responding to emails from OAs, CAs, and OCAs, for shift changes and timesheet discrepancies. Communicate proactively with professional staff regarding staffing issues and concerns.
• Residence Hall Front Desk: The Operations & Scheduling Lead will oversee the residence hall front desks and package rooms. Complete a linen audit at open residence halls desks 2 times a week, as well as organize the linens at the desks. Notify Aramark Housekeeping when clean linens are needed at a building or when a dirty cart needs to be picked up. Monitor daily temp card audit for each residence hall and email UCGS pro-staff missing card information including name of guest, conference group, room, and date card was issued. Monitor submaster/admin key audits performed by Operations Assistants.
• Venue Operations: The Operations & Scheduling Lead will spreadhead the tracking and reporting of venue spaces in residence halls. Utilize space rental reports to assign Operations Assistant venue inspection tasks in Trello before and after a client’s arrival to assess damages in the space. Monitor venue inspection submissions from Operations Assistants. Inform the Senior Operations Manager of damage and the client that caused the damage. Assist Senior Operations Manager, Operations Lead, and Administrative Support Lead with operational and facilities requests as needed. Serve as an active participant in summer opening and closing procedure. Support the Operations Assistants in the execution of their duties as required. Be an active part of the Summer Leadership Team and serve as a leader within the student staff community. Understand, enforce, and adhere to all relevant policies/procedures as set forth by University Conference & Guest Services, the Student Code of Conduct, and American University. Attend all required training/meetings and respond to emails within 24 hours, as directed by UCGS professional staff. Respond to requests from Student Staff, ProStaff and clients during office hours, 8am – 7pm daily. Assist professional staff with various administrative projects. Other duties as assigned by the Senior Operations Manager and UCGS professional staff. Encourage and maintain a community atmosphere where the rights and responsibilities of staff, residents, and guests are held in high regard. Encourage the development of a staff ‘team’ and actively work to address tensions/interpersonal issues of the staff as they arise. Ensure that summer staff members create a welcoming environment for guests and maintain standards for a high level of customer service. Participate in staff development activities and encourage the participation and involvement of all summer staff positions.

Benefits

• Housing in single occupancy is provided and is required to live in assigned on-campus residence space during the duration of employment with UCGS.
• Staff are required to move into and out of summer residence assignments on designated dates assigned by AU Housing & Residence Life staff.
• The ability to opt in to a summer meal plan as part of compensation paid for by UCGS.
• Meals will only be available when residential dining is open/operational.
• UCGS will designate a deadline for the opt in summer meal plan covered by the department. Once the deadline has passed, UCGS will no longer cover summer meal plans.
• Housing and dining are considered compensation and may impact financial aid eligibility for students enrolled in summer classes.
• The ability to opt in for a mini-fridge/microwave rental as part of compensation paid for by UCGS, if requested by designated deadline.
• Delivery and pick-up dates are flexible with the start/end of conference season.
• Unlimited no cost use of residence hall laundry facilities.

What This Job Offers

• Job Type: Part-time
• Career Level: Intern
• Education Level: No Education Listed
• Number of Employees: 1,001-5,000 employees