Job Details

Position Details

Position Information

Job Title
Conferences Desk Assistant

Department
University Events Office Administration

Terms and Hours
April 20 through August 3; Approx. 15-20 hrs/wk

Job Category
Student Employment

Hourly Wage
Portland Metro Minimum Wage ($16.30)

Job Summary

Conferences Desk Assistants are integral to the daily management and operations of summer camps and conferences at the University of Portland.

As the Conference Desk Assistant, you will serve as the primary point of contact for conference guests, providing concierge-style support, including handling inquiries and liaising with campus partners for service fulfillment. Additionally, you will oversee administrative tasks, such as managing precise key inventory and maintaining conference information using various University systems such as Outlook, Airtable, and StarRez.

Though each day will include these tasks, their prioritization, volume, and urgency will vary. Whether a busy or quiet shift, your availability to guests is essential.

Required Dates:

• Training: Early April and May (dates TBD)
• Conferences begin May 11 - August 3, 2026. There are required work weeks before and after conferences end.
• Weekly meetings: TBD

Core Duties

Guest Services & Client Support

• Staff the Conference Services Desk as the first line of support for guests via phone, email, and in-person interactions.
• Tracking and progressing submitted (or over-the-phone) service requests by liaising with campus partners and/or organizing with Conferences Assistant colleagues.
• Provide concierge-style assistance, offering information and resources to conference attendees.
• Manage guest concerns and coordinate solutions with other team members. Communicate with internal teams to relay guest needs and concerns. Provide updates to supervisors regarding client interactions and concerns.
• Assist in preparing front desks for transitions between conferences, including creating and managing directional signage and informational materials, and preparing and distributing key packets for guests.
• Utilize EMS and StarRez to manage reservations and client communications.
• Manage conference access by pulling/returning keys and printing attendee information on ID cards.
• Maintain and update guest rosters and room assignments.
• Other relevant duties as assigned

Minimum Qualifications

• Must be enrolled in classes for the 2026-27 academic year.
• Must be able to work at least 15 hours per week and throughout all assigned camps/conferences.
• Must be available for shifts between 8:30 AM - 8:30 PM, seven days a week, including Federal Holidays.
• Must staff the Conference Services Desk as scheduled and respond to client requests.
• Must be able to complete tasks repetitively under varying conditions.
• Advocate for collegiality, including demonstrating a positive attitude and team-oriented approach.
• Adaptable, able to pivot quickly based on evolving priorities.
• Organizational skills, interpersonal communication skills, attention to detail, and ability to manage multiple tasks.
• Mandatory participation in summer staff training sessions.

Preferred Qualifications

• See above

Physical Requirements

• Consistently: sit, perform desk-based computer tasks; use fine manipulation and grasp; use a telephone; write by hand; sort and file paperwork.
• Consistently: stand and walk; twist; lift, carry, push, and pull objects that weigh up to 30 pounds.
• Hours of employment: sometimes may require working flexible and/or longer hours, including nights and weekends, when necessitated by projects.
• Stress from work-related situations such as those involving challenging, important, urgent, time-sensitive, or multiple matters.

Posting Detail Information

Posting Number
SE840-2023

Number of Vacancies
7

Estimated Start Date
04/20/2026

Open Date
02/09/2026

Close Date
05/01/2026