EMPLOYMENT OPPORTUNITIES

During the summer months, the Office of Conference Services (OCS) employs Conference Manager (CM) to work with operations and reservational functions for conference, camp and guest groups using Villanova’s meeting, dining, housing, catering, and recreation facilities. CMs will prepare, set up and maintain housing and meeting accommodations for these guest groups and provide registration services.

CMs will work with a wide range of guest groups, and other campus service associates, whose combined efforts will reflect our hospitality, Villanova-style while also overseeing the Conference Assistants (CAs). 

CMs should expect to regularly commit between 20-40 scheduled hours per week. Hours of operation are from 7:00 AM to 9:00 PM daily, seven days a week. Staff hours will be scheduled within these hours of operation and will vary weekly according to the needs of the department and clients. Conference Services activity will mirror a round-the-clock hotel/conference center mode of operation. Any staff member may be called to work outside of their already scheduled hours, in response to guest emergencies or during peak occupancy periods of need. 

Staff must be available to work from May 18 through August 7, 2025. There is potential for additional hours after August 7th. Staff must participate in training/orientation designed for this position in May. Dates to be determined.

We are looking for candidates who have a solid work ethic, can perform manual labor, have hospitality industry/customer service skills and experience, and a demonstrated ability to interact/work well with others. Staff should have excellent verbal and interpersonal skills and a strong commitment to customer service. Tasks and responsibilities of a CA will include the following: meeting and guest room set-ups and break-downs (table/chair/AV set-up, bed making and stripping, room inspections etc.), dorm room walk-throughs, registration and check-out staffing, knowledge of all OCS services and activities to act as a resource for guests, administrative support and rotating nightly duty.   

All employees of Conference Services must:

• Have a valid driver's license
• Be able to carry/push/pull 35-50 pounds
• Be able to drive a box truck (no special license required), training provided

Compensation will include wages of $16.00 an hour. In addition, summer housing and a meal plan will be provided in return for employment. *NOTE: Meal plans will have a delayed start due to the break between spring and summer semesters.

Once an application is received, a decision will be made whether to offer an interview. After evaluation of the interview and contacting references, job offers will be made to qualified candidates. All offers of employment are based upon successful completion of background screening checks. 

Application period: Spring Semester 2025

JOB DESCRIPTION

• Supervise CA staff to facilitate preparation for the arrival and stay of guest groups.
• Assist CAs in the completion of tasks whenever possible.
• Assign and distribute tasks to CAs using proprietary Conference Services software, accounting for the number of CAs a task requires, which CA is responsible for which task, and the necessary window of time needed for a task.
• Manage the load of daily tasks per shift, based on when shifts do and do not overlap, using proprietary Conference Services software. 
• Plan, prepare, update, and implement daily/weekly/seasonal operation plans using proprietary Conference Services software. 
• 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 CA, assigning another CA to a task, removing a CA from a task, etc.) using proprietary Conference Services software when and where necessary and possible. 
• Update 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. 
• Assist Pro-Staff with assigning CAs to weekly shifts and redistributing CAs from anticipated shifts using proprietary Conference Services software, based on workload, need, flexibility, and requests. 
• Verify tasks are done through full completion, and circling back with CAs to address any incompletions. 
• Serve as a point of communication for CAs at all times, including moments of uncertainty, moments of concern, etc. 
• Communicate with other SMs about which tasks were completed and which were incomplete from the previous shift. 
• Communicate with Professional Staff to address any uncertainty about tasks or to relay when assignments are complete. 
• Communicate CA updates, trends, and concerns to Professional Staff. 
• Staff and facilitate linen deliveries and pickups.
• Attend daily, weekly, and monthly meetings with Professional Staff, held as needed. 
• Conduct CA performance evaluations, and managing the overall performance of CAs, addressing any trends, changes, strengths, and areas of improvement. 
• Engage in and help facilitate staff meetings and training. 
• Host ongoing CA staff training throughout the duration of the CM role, addressing any problem areas, and conducting refreshers as needed. 
• Manage the preparation of guest housing accommodations to ensure Conference Services standards (i.e. distributing bed linens, blankets, towels, lined trash cans, soap, shampoo/conditioner, toilet paper, and other assorted room toiletries) are met. 
• Manage the preparation of rooms for guest groups, which includes linen exchange, checking room inventory, making beds with provided linen if applicable, etc. 
• 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).
• Manage the check-in and check-out processes according to prescribed procedures for different locations on campus, using proprietary Conference Services software. 
• Manage pre-check-in room inspections and building walk-throughs with camp/meeting planners. 
• Manage the preparation of guest registrations and scheduled group meetings, which includes delivering tables, chairs, supplies, and materials and setting up rooms.
• Manage the preparation of meeting spaces, lounge spaces, or recreation spaces to ensure Conference Services standards are met, and meet group specifications and set-up requirements. 
• 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. 
• Facilitate and assist with pre-/post-season apartment and dorm set-up, breakdown, and room assessments and ensure completion of all necessary forms. 
• 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. 
• Take responsibility for assigned major areas of conference operations: key management; motor vehicles; linen inventories/storage areas; table/chair inventory. 

CONDITIONS OF EMPLOYMENT

• Housing - Only OCS employees are permitted to live in OCS housing. No pets allowed for any reason! 
• Scheduling - Work hours will be determined by OCS needs and your schedule and availability. Staff generally will receive two days off each week. These days may vary and will not always be on weekends. Unpaid vacation days may be requested. Time off will be at the discretion of the Assistant Director of Operations. 
• Sickness or emergency - Staff members are responsible for calling the Assistant Director of Operations to report such. It will be important to inform the Office and the rest of the staff when you are/are not able to work. Not reporting to work on time or at all without prior notice may be grounds for dismissal. 
• Compensation - Overtime (at time and a half) is paid to anyone who works scheduled hours in excess of 40 hours per week and must be pre-approved. 
• Work Attire - All staff will receive uniform shirts, which are to be worn with appropriate colored shorts or slacks. Closed, tied shoes must be worn, preferably sneakers. Neither open toe/heel shoes, Sperry type shoes, nor slip-on shoes are allowed.  
• Training - Participation in all training sessions and attendance at staff meetings is required as a condition of employment. Staff will be compensated for training hours and staff meetings (if scheduled outside of their normal working shifts). 
• Employee Relations - If any employee should cause any discomfort to a fellow employee such as sexual harassment, discrimination, unfair treatment, verbal abuse, etc. it should be reported to the Office of Conference Services. 
• Theft - As an employee of the Office of Conference Services, you will have access to many areas of the University. It is expected that no item will be taken from the workplace or any storage area without proper authorization and that employees will only access facilities for which they have been authorized and not provide access for any others. Keys are never to be used for any reason other than for Conference Services purposes. Any infraction of this policy constitutes grounds for immediate termination and possible additional disciplinary action. 
• Background Checks - These are mandatory for all hired employees of Villanova University. Staff must do all background checks necessary for employment. Results must be provided to Human Resources and Conference Services immediately as received.   
• Vehicle Use - All Conference Managers are required to have a valid driver’s license. All drivers’ licenses will be checked to determine eligibility for employment. No one will be permitted to drive a University vehicle, including golf carts, until the licenses have been cleared through the system.
• Contract - Staff will be required to sign a contract agreeing to all of the above as well as compliance with all other pertinent University personnel and student conduct regulations. All policies stated by the University and referenced in the Student Handbook will be abided by. Violation of such can be grounds for termination and disciplinary action may be taken. 
• VU Human Resources - All employees will be hired through Human Resources and must complete the appropriate paperwork/provide documentation required by the University at the time of employment. 

Violations of the Conditions of Employment, Terms and Conditions of Occupancy or the Policies in the Villanova Student Handbook will be grounds for removal from housing and termination of employment. 

During the summer months, the Office of Conference Services (OCS) employs Conference Assistants (CAs) to work with operations and reservations functions for conference, camp and guest groups using Villanova’s meeting, dining, housing, catering, and recreation facilities. CAs will prepare, set up and maintain housing and meeting accommodations for these guest groups and provide registration services. 

CAs will work with a wide range of guest groups, and other campus service associates, whose combined efforts will reflect our hospitality, Villanova-style.

CAs should expect to regularly commit between 20 and 40 scheduled hours per week. Hours of operation are from 7:00 AM to 9:00 PM daily, seven days a week. Staff hours will be scheduled within these hours of operation and will vary weekly according to the needs of the department and clients. Conference Services activity will mirror a round-the-clock hotel/conference center mode of operation. Any staff member may be called to work outside of their already scheduled hours, in response to guest emergencies or during peak occupancy periods of need.

Staff must be available to work from May 18 through August 7, 2025. There is potential for additional hours after August 7th. Staff must participate in training/orientation designed for this position in May. Dates to be determined.

We are looking for candidates who have a solid work ethic, can perform manual labor, have hospitality industry/customer service skills and experience, and a demonstrated ability to interact/work well with others. Staff should have excellent verbal and interpersonal skills and a strong commitment to customer service. Tasks and responsibilities of a CA will include the following: meeting and guest room set-ups and break-downs (table/chair/AV set-up, bed making and stripping, room inspections, etc.), dorm room walk-throughs, registration and check-out staffing, knowledge of all OCS services and activities to act as a resource for guests, administrative support and rotating nightly duty.   

All employees of the Conference Services must:

• Be able to carry/push/pull 35-50 pounds

Compensation will include wages of $15.00 an hour. In addition, summer housing and a meal plan will be provided in return for employment. *NOTE: Meal plans will have a delayed start due to the break between spring and summer semesters.

Once an application is received, a decision will be made whether to offer an interview. After evaluation of the interview and contacting references, job offers will be made to qualified candidates. All offers of employment are based upon successful completion of background screening checks.

JOB DESCRIPTION

• Prepare guest housing accommodations to assure Conference Services standards by distributing bed linens, blankets, towels, lined trash cans, and assorted room toiletries (soap, shampoo/conditioner, toilet paper). 
• Prepare rooms for guest groups to include linen exchange, checking room inventory, making beds with provided linen if applicable, etc. 
• Conduct breakdowns of apartments and dorms, meeting spaces, lounge spaces, and recreation spaces in accordance with Conference Services standards, by collecting bed linens, blankets, towels, lined trash cans, assorted room toiletries (soap, shampoo/conditioner, toilet paper), tables, chairs, supplies, and other materials. 
• Assist in the management of the check-in and check-out processes according to prescribed procedures for different locations on campus. 
• Conduct pre-check-in room inspections and do a building walk-through with camp/meeting planners. 
• Prepare for guest registrations and scheduled group meetings by delivering tables, chairs, supplies, and materials and setting up rooms. 
• Prepare meeting spaces, lounge spaces, or recreation spaces to assure Conference Services standards and meet group specifications and set-up requirements. 
• Prepare registration materials (including room assignments, wildcards, keys, etc.) in advance of group arrivals and staff scheduled registration activity, as well as after-hours registration as assigned. 
• 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, managing lost & found items, and performing all clerical tasks. 
• Data entry and reporting as assigned by Pro-Staff, using proprietary Conference Services software. Participate in pre-/post-season apartment and dorm set-up, breakdown, and room assessments and complete all necessary forms. 
• 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. 
• Staff fitness center during given hours and conduct the appropriate closing procedure.  

CONDITIONS OF EMPLOYMENT

• Housing - Only OCS employees are permitted to live in OCS housing. No pets allowed for any reason!
• Scheduling - Work hours will be determined by OCS needs and your schedule and availability. Staff generally will receive two days off each week. These days may vary and will not always be on weekends. Unpaid vacation days may be requested. Time off will be at the discretion of the Assistant Director of Operations. 
• Sickness or emergency - Staff members are responsible for calling the Assistant Director of Operations to report such. It will be important to inform the Office and the rest of the staff when you are/are not able to work. Not reporting to work on time or at all without prior notice may be grounds for dismissal. 
• Compensation - Overtime (at time and a half) is paid to anyone who works scheduled hours in excess of 40 hours per week and must be pre-approved. 
• Work Attire - All staff will receive uniform shirts, which are to be worn with appropriate colored shorts or slacks. Closed, tied shoes must be worn, preferably sneakers. Neither open toe/heel shoes, Sperry type shoes, nor slip-on shoes are allowed.  
• Training - Participation in all training sessions and attendance at staff meetings is required as a condition of employment. Staff will be compensated for training hours and staff meetings (if scheduled outside of their normal working shifts). 
• Employee Relations - If any employee should cause any discomfort to a fellow employee such as sexual harassment, discrimination, unfair treatment, verbal abuse, etc., it should be reported to the Office of Conference Services. 
• Theft - As an employee of the Office of Conference Services, you will have access to many areas of the University. It is expected that no item will be taken from the workplace or any storage area without proper authorization and that employees will only access facilities for which they have been authorized and not provide access for any others. Keys are never to be used for any reason other than for Conference Services purposes. Any infraction of this policy constitutes grounds for immediate termination and possible additional disciplinary action. 
• Background Checks - These are mandatory for all hired employees of Villanova University. Staff must do all background checks necessary for employment. Results must be provided to Human Resources and Conference Services immediately as received.   
• Vehicle Use - All Conference Managers are required to have a valid driver’s license. All drivers’ licenses will be checked to determine eligibility for employment. No one will be permitted to drive a University vehicle, including golf carts, until the licenses have been cleared through the system.
• Contract - Staff will be required to sign a contract agreeing to all of the above as well as compliance with all other pertinent University personnel and student conduct regulations. All policies stated by the University and referenced in the Student Handbook will be abided by. Violation of such can be grounds for termination and disciplinary action may be taken. 
• VU Human Resources - All employees will be hired through Human Resources and must complete the appropriate paperwork/provide documentation required by the University at the time of employment. 

Violations of the Conditions of Employment, Terms and Conditions of Occupancy or the Policies in the Villanova Student Handbook will be grounds for removal from housing and termination of employment. 

During the summer months, the Office of Conference Services (OCS) employs a student Service Desk Manager to work with operation and reservational 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.

Galberry Hall will be used as the location for the summer Conference Service Desk operation, which will operate from 7 am - 9 pm, seven days a week. From this location to every corner of the campus, Service Desk Assistants will work with a wide range of guest groups and other campus service associates whose combined efforts will reflect our hospitality, Villanova-style.  

Service Desk Manager are expected to work 20 to 40 scheduled hours per week.  The Service Desk will function seven days a week. Service Desk Assistants must participate in scheduled training. They will also be required to attend the All-Staff Training. Training will be scheduled for mid-May. Dates to be determined. SDAs must be available to work from May 18 to August 7, 2025. There is potential for extended hours.  

Conference Services activity will mirror a round-the-clock hotel/conference center mode of operation. Any staff member may be called to work outside of their already scheduled hours, in response to guest emergencies or during peak occupancy periods of need. 

We are looking for candidates* with resourcefulness and common sense who have hospitality industry/customer service skills and experience, are knowledgeable about general office duties and data entry, are comfortable working with different types of software, are detail oriented, can perform manual labor, and have a demonstrated ability to interact and work well with others, including co-workers, guests and other VU departments. Staff should have a solid work ethic, organizational skills, multi-tasking abilities and a strong commitment to customer service. *Particularly seeking applicants with staff scheduling experience. 

It is mandatory that the staff hired for the Service Desk speak clear, understandable English and are comfortable with making phone calls and talking with clients/guests on the phone. 

All employees of the Office of Conference Services must:

• Be able to lift/push/pull 35-50 pounds

Compensation will include wages of $16.00 an hour as well as summer dorm room housing and a meal plan will be provided. For staff not interested in the housing benefit, Service Desk Assistants may request to live off campus. *NOTE: Meal plans will have a delayed start due to the break between spring and summer semesters.   

Once an application is received, a decision will be made on whether to offer an interview. After evaluation of the interview and contacting references, job offers will be made to qualified candidates. 

All offers of employment are based upon successful completion of background screening checks. 

JOB DESCRIPTION

• Supervise SDA staff to facilitate preparation for the arrival and stay of guest groups. 
• Data entry and reporting, using Conference Programmer Software, as assigned by Administrative Staff.
• Assist SDA’s in the completion of tasks whenever possible. 
• 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. 
• Manage the load of daily tasks per shift, based on when shifts do and do not overlap, using proprietary Conference Services software. 
• Plan, prepare, update, and implement daily/weekly/seasonal operation plans using proprietary Conference Services software. 
• 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. 
• 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. 
• 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. 
• Verify tasks are done through full completion, and circling back with SDAs to address any incompletions. 
• Serve as a point of communication for SDAs at all times, including moments of uncertainty, moments of concern, etc. 
• 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. 
• Communicate with Professional Staff to address any uncertainty about tasks or to relay when assignments are complete. 
• Communicate SDA updates, trends, and concerns to Professional Staff. 
• Staff and facilitate linen deliveries and pickups. 
• Attend daily, weekly, and monthly meetings with Professional Staff, held as needed. 
• Conduct SDA performance evaluations, and managing the overall performance of SDAs, addressing any trends, changes, strengths, and areas of improvement. 
• Engage in and help facilitate staff meetings and training. 
• Host ongoing SDA staff training throughout the duration of the SDM role, addressing any problem areas, and conducting refreshers as needed. 
• 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). 
• 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). 
• Manage the check-in and check-out processes according to prescribed procedures for different locations on campus, using proprietary Conference Services software. 
• Prepare and monitor all incident reports on a timely basis and keep professional staff looped in on important issues. 
• Oversee the work place, storage space and equipment to ensure it is being kept clean and orderly.
• Launder and iron the OCS tablecloths.  
• 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. 
• Facilitate and assist with pre-/post-season apartment and dorm set-up, breakdown, and room assessments and ensure completion of all necessary forms. 
• 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.
• Take responsibility for assigned major areas of conference operations: key management; motor vehicles; linen inventories/storage areas; table/chair inventory. 
• Make any necessary disciplinary recommendations to Professional Staff, based on performance evaluations of CAs. 
• 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.
• Data entry and reporting as assigned by Professional Staff, using proprietary Conference Services software. 
• 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. 
• Manage the washing and upkeep of trashcans as rooms/buildings are broken down. 
• Manage the regular cleaning and upkeep of golf carts. 
• Be able to drive a box truck (no special license required), training provided. 

CONDITIONS OF EMPLOYMENT

• Housing - Only OCS employees are permitted to live in OCS housing. No pets allowed for any reason!
• Scheduling - Work hours will be determined by OCS needs and your schedule and availability. Staff generally will receive two days off each week. These days may vary and will not always be on weekends. Unpaid vacation days may be requested. Time off will be at the discretion of the Assistant Director of Operations. 
• Sickness or emergency - Staff members are responsible for calling the Assistant Director of Operations to report such. It will be important to inform the Office and the rest of the staff when you are/are not able to work. Not reporting to work on time or at all without prior notice may be grounds for dismissal. 
• Compensation - Overtime (at time and a half) is paid to anyone who works scheduled hours in excess of 40 hours per week and must be pre-approved. 
• Work Attire - All staff will receive uniform shirts, which are to be worn with appropriate colored shorts or slacks. Closed, tied shoes must be worn, preferably sneakers. Neither open toe/heel shoes, Sperry type shoes, nor slip-on shoes are allowed.  
• Training - Participation in all training sessions and attendance at staff meetings is required as a condition of employment. To also include any training deemed necessary for employment by the University. Staff will be compensated for training hours and staff meetings (if scheduled outside of their normal working shifts). 
• Employee Relations - If any employee should cause any discomfort to a fellow employee such as sexual harassment, discrimination, unfair treatment, verbal abuse, etc. it should be reported to the Office of Conference Services. 
• Theft - As an employee of the Office of Conference Services, you will have access to many areas of the University. It is expected that no item will be taken from the workplace or any storage area without proper authorization and that employees will only access facilities for which they have been authorized and not provide access for any others. Keys are never to be used for any reason other than for Conference Services purposes. Any infraction of this policy constitutes grounds for immediate termination and possible additional disciplinary action. 
• Background Checks - These are mandatory for all hired employees of Villanova University. Staff must do all background checks necessary for employment. Results must be provided to Human Resources and Conference Services immediately as received.   
• Vehicle Use - All Conference Managers are required to have a valid driver’s license. All drivers’ licenses will be checked to determine eligibility for employment. No one will be permitted to drive a University vehicle, including golf carts, until the licenses have been cleared through the system.
• Contract - Staff will be required to sign a contract agreeing to all of the above as well as compliance with all other pertinent University personnel and student conduct regulations. All policies stated by the University and referenced in the Student Handbook will be abided by. Violation of such can be grounds for termination and disciplinary action may be taken. 
• VU Human Resources - All employees will be hired through Human Resources and must complete the appropriate paperwork/provide documentation required by the University at the time of employment. 

Violations of the Conditions of Employment, Terms and Conditions of Occupancy or the Policies in the Villanova Student Handbook will be grounds for removal from housing and termination of employment. 

During the summer months, the Office of Conference Services (OCS) employs Service Desk Assistants (SDA) to work with operations and reservational functions for conference, camp and guest groups using Villanova’s meeting, dining, housing, catering, and recreation facilities. A Service Desk Assistant’s main duties will revolve around Service Desk operations in Galberry Hall. Service Desk Assistants will also work with the Shift Leaders (SLs) and Conference Assistants (CAs) in the preparation and maintenance of housing and meeting accommodations for the guest groups and registration services.

Galberry Hall will be used as the location for the summer Conference Service Desk operation, which will operate from 7 am - 9 pm, seven days a week. From this location to every corner of the campus, Service Desk Assistants will work with a wide range of guest groups and other campus services associates whose combined efforts will reflect our hospitality, Villanova-style.  

Service Desk Assistants are expected to work 20 to 40 scheduled hours per week. The Service Desk will function seven days a week. Service Desk Assistants must participate in scheduled training. They will also be required to attend the ALL-Staff Training. Training will be scheduled for mid-May. Dates to be determined. SDAs must be available to work from May 18 to August 7, 2025. There is potential for extended hours. Conference Services activity will mirror a round-the-clock hotel/conference center mode of operation. Any staff member may be called to work outside of their already scheduled hours, in response to guest emergencies or during peak occupancy periods of need. 

We are looking for candidates* with resourcefulness and common sense who have hospitality industry/customer service skills and experience, are knowledgeable of general office duties and data entry, are comfortable working with different types of software, are detail oriented, can perform manual labor, and have a demonstrated ability to interact and work well with others, including co-workers, guests and other VU departments. Staff should have a solid work ethic, organizational skills, multi-tasking abilities and a strong commitment to customer service. *Particularly seeking applicants with staff scheduling experience. 

It is mandatory that the staff hired for the Service Desk speak clear, understandable English and are comfortable with making phone calls and talking with clients/guests on the phone. 

All employees of the Conference Services must:

• Be able to carry/push/pull 35-50 pounds

Compensation will include wages of $15.00 an hour. In addition, summer housing and a meal plan will be provided in return for employment. *NOTE: Meal plans will have a delayed start due to the break between spring and summer semesters.

Once an application is received, a decision will be made whether to offer an interview. After evaluation of the interview and contacting references, job offers will be made to qualified candidates. All offers of employment are based upon successful completion of background screening checks. 

Application period: Spring Semester 2025

JOB DESCRIPTION

• Service Desk Assistants will function within four areas of service activity: Service Desk, operations, reservations, and scheduling staff/time clock. 
• 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). 
• Prepare registration materials (including room assignments, wildcards, keys, etc.) in advance of group arrivals and staff scheduled registration activity as well as after-hours registration as assigned. 
• Keep the work place, storage space and equipment clean and orderly. Create a favorable impression about the services and facilities available to guests. 
• Track and sort returned Residence Hall keys as assigned; ensure that all keys are accounted for at all times. 
• Serve as a resource to and liaison between clients, Conference Services Staff, and VU service providers (Facilities, Connelly Center, etc.). 
• Assist the Assistant Director of Conference Operations and the Assistant Director of Reservations in the day-to-day operation of the Office of Conference Services. 
• 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. Prepare incident reports on a timely basis. 
• Assist the Assistant Director of Conference Operations with staff scheduling and time clock functionality. 
• Attend training activities and staff meetings as scheduled. Attendance at a weekly staff meeting is mandatory. 
• There will be some flexibility in scheduling work shifts, but staff needs to be prepared to assist with any work effort or assist as necessary at any other time to provide needed customer service. 
• Must speak clear, understandable English. 
• Data entry and reporting, using Conference Programmer Software, as assigned by Administrative Staff. 
• Manage the check-in and check-out processes for groups according to prescribed procedures from the Conference Service Desk location as well as from remote locations in the Central and West Campus areas.
• Together with the Shift Leaders, maintain inventories of Galberry Hall storage throughout the summer and submit reorder requests as needed. 
• Launder and iron the OCS tablecloths. 
• Manage staff cell phone storage, use and inventory. 
• Manage mail services for the Intern Housing clients. Process incoming mail/packages for intern pickup. 
• Behave consistently as a staff team member committed to making Villanova’s guests’ visit an enjoyable experience.
• Be responsible for the security of the Service Desk. 
• Farley Fitness Center Staffing during Conference Services hours, Monday to Friday only. Hours to be assigned. 
• To work as a team during the periods of preparation for the conference season and the breakdown at the end of the season to include: unloading/loading trucks, set up/breakdown of buildings, distribution/collection of OCS amenities, and any other tasks assigned. 
• Do the work of a Conference Assistant (CA) as scheduled/needed. See Conference Assistant job description for detailed responsibilities. 
• Participate in pre-/post-season apartment and dorm room assessments and complete all necessary paperwork.
• Staff will be driving a van and/or a golf cart and must have a valid driver’s license. Must be able to drive a box truck (no special license required), training will be provided. 
• Perform relevant duties as assigned by the Administrative Staff of the Office of Conference Services and other designated University officials. 

CONDITIONS OF EMPLOYMENT

• Housing - Only OCS employees are permitted to live in OCS housing. No pets allowed for any reason! 
• Scheduling - Work hours will be determined by OCS needs and your schedule and availability. Staff generally will receive two days off each week. These days may vary and will not always be on weekends. Unpaid vacation days may be requested. Time off will be at the discretion of the Assistant Director of Operations. 
• Sickness or emergency - Staff members are responsible for calling the Assistant Director of Operations to report such. It will be important to inform the Office and the rest of the staff when you are/are not able to work. Not reporting to work on time or at all without prior notice may be grounds for dismissal. 
• Compensation - Overtime (at time and a half) is paid to anyone who works scheduled hours in excess of 40 hours per week and must be pre-approved. 
• Work Attire - All staff will receive uniform shirts, which are to be worn with appropriate colored shorts or slacks. Closed, tied shoes must be worn, preferably sneakers. Neither open toe/heel shoes, Sperry type shoes, nor slip-on shoes are allowed. 
• Training - Participation in all training sessions and attendance at staff meetings is required as a condition of employment. To also include any training deemed necessary for employment by the University. Staff will be compensated for training hours and staff meetings (if scheduled outside of their normal working shifts). 
• Employee Relations - If any employee should cause any discomfort to a fellow employee such as sexual harassment, discrimination, unfair treatment, verbal abuse, etc. it should be reported to the Office of Conference Services. 
• Theft - As an employee of the Office of Conference Services, you will have access to many areas of the University. It is expected that no item will be taken from the workplace or any storage area without proper authorization and that employees will only access facilities for which they have been authorized and not provide access for any others. Keys are never to be used for any reason other than for Conference Services purposes. Any infraction of this policy constitutes grounds for immediate termination and possible additional disciplinary action. 
• Background Checks - These are mandatory for all hired employees of Villanova University. Staff must do all background checks necessary for employment. Results must be provided to Human Resources and Conference Services immediately as received.  
• Vehicle Use - All Conference Managers are required to have a valid driver’s license. All drivers’ licenses will be checked to determine eligibility for employment. No one will be permitted to drive a University vehicle, including golf carts, until the licenses have been cleared through the system.
• Contract - Staff will be required to sign a contract agreeing to all of the above as well as compliance with all other pertinent University personnel and student conduct regulations. All policies stated by the University and referenced in the Student Handbook will be abided by. Violation of such can be grounds for termination and disciplinary action may be taken. 
• VU Human Resources - All employees will be hired through Human Resources and must complete the appropriate paperwork/provide documentation required by the University at the time of employment. 

Violations of the Conditions of Employment, Terms and Conditions of Occupancy or the Policies in the Villanova Student Handbook will be grounds for removal from housing and termination of employment.