The function of the University Conferences Clairmont Desk Worker is to assist the staff with the daily duties of the Office of University Conferences that take place at the Clairmont Service Center over the summer. They are vital in ensuring that Emory’s “Summer Intern Housing Program” (SIHP), which works with over 400 interns from around the country, runs smoothly and effectively through efficient communication, organization, and outstanding customer service.

• Dates of Employment are : Clairmont Campus: May 7, 2023 -  August 13, 2023 Main Campus: May 7, 2023 - August 13, 2023
  
• Clairmont Spring Training will take place in April
• Summer Training will take place from  May 7 to May 15, 2023

Responsibilities

Responsibilities shall include but are not limited to:

Accountability

The University Conferences Desk Worker is accountable for the policies and procedures of the Office of University Conferences and the Office of Residence Life and Housing.

Qualifications Desired

• Must be well-organized, respectful to others, detail-oriented and able to balance a variety of tasks at once.

Position Conditions

• The Conferences Desk Worker works at least 15 hours a week. In exchange, the Conferences Desk Worker is compensated with housing and a 4 day vacation.

Apply Today! (closed for 2023)

The Summer Intern Housing Program Manager serves as the chief administrator of the Summer Intern Housing Program (SIHP). The SIHP Manager interacts on a professional level with interns living in University housing during the summer, Clairmont Campus Summer Staff, the professional staff of Clairmont Campus, and handles multiple administrative tasks within the Office of Conference Services. This highly visible, high energy, full-time, live-in position reports to the Assistant Director of Conference Services. During the summer months, the SIHP Manager will also be accountable to the Director of Clairmont Campus. The selected candidate will have his/her present skills and abilities challenged while developing new management and leadership capabilities within this demanding position.

The Office of Conference Services will hire one (1) SIHP Manager.

• Application deadline is February 22, 2023.

Responsibilities

Responsibilities shall include but are not limited to:

• Participation and facilitation of weekly staff meetings with Clairmont Campus Conferences staff and the Associate Director of Conference Services.
• Developing and maintaining a strong working relationship with the Clairmont Campus professional staff, including the Clairmont Campus Associate Director, Complex Directors, and Residence Hall Directors. It is crucial to have excellent communication with the Clairmont Campus staff.
• Assistance in supervision and training of Clairmont Campus Conference staff. While summer staff report directly to the Associate Director, the SIHP Manager is expected to enforce policy and supervise the staff’s daily operations in regards to the Summer Intern Housing Program and Conference Services.
• Spring semester employment of 10-15 hours per week in the Office of Conference Services managing the processing of applications, room assignments and other duties pertinent to the preparation of SIHP.
• Ensuring that appropriate written confirmation materials are sent to all approved applicants for housing through SIHP prior to their arrival.
• Participating in interviewing and hiring of the Clairmont Campus Summer Staff and the Conference Services staff in the spring semester.
• Completing no less than 35 scheduled weekly office hours in the Clairmont Campus Conferences Office for the duration of SIHP (May 15, 2018 through August 14, 2018.) These hours will include some evenings and weekends depending on check-in/out times for various conferences.
• Provide tours of Clairmont Campus and its facilities to potential conference clients and SIHP guests.
• Providing a regular and consistent SIHP presence at the Clairmont Campus Conferences Office. The SIHP Manager will assist in creating a schedule to ensure adequate office hours staffed at the Clairmont Campus Conferences Office during evenings and weekends.
• Coordinating and supervising SIHP guest check-ins and check-outs, including the management of all registration materials.
• Orienting SIHP residents to the facilities and services available to them, as well as all applicable University policies.
• Facilitating and attending programs for SIHP and Summer School participants. Programs should occur once a month, familiarize participants with Emory, Atlanta, and Clairmont Campus, and foster a sense of community in line with the mission of the Offices of Residence Life and Housing Operations.
• Addressing the various needs of the program’s participants. This includes requests for apartment maintenance and repair services and reporting those problems to appropriate custodial and maintenance personnel in a timely fashion.
• Process lock changes and maintain an accurate apartment key and abuilding entrance card (prox car) inventory.
• Compiling a running list of all vacant apartments and notifying the Associate Director as apartments are available to be cleaned.
• Coordinating the inspection of all apartments in use for SIHP during the summer. These inspections will take place before SIHP participants move in, once in July, and after they move out.
• Managing SIHP billing procedures as well as maintaining accurate financial records on the account status of each participant. This includes collecting monthly rent payments and enforcing late rent payment policies.
• Compiling SIHP financial data into a revenue report each month.
• Working with Residence Life and Housing accountants to organize and facilitate the deposit of SIHP rent, including relaying accurate financial information to participants.
• Developing and maintaining written rosters, reports and records pertinent to SIHP operations. Updated rosters should be provided to Clairmont Campus support staff every two weeks.
• Communicating all requests for late interim housing to the Residence Life and Housing Operations staff (including, but not limited to, Associate Directors, Complex Directors, etc.)
• Assisting in the coordination and support of on-call responsibilities. On-call services are provided for emergencies and other guest assistance when the Clairmont Campus Conferences Office is closed.
• Serving on the Clairmont Campus on-call rotation with the Associate Director of Conferences.
• Communicating with mail services representatives to set up the SIHP mail room, assign mailboxes and ensure keys to access mail are provided to participants. 
• Other duties as assigned.

Qualifications

• A current Emory undergraduate or graduate student in good academic and judicial standing. Current juniors may be considered, but must show exceptional maturity and potential. The selected applicant CANNOT enroll in summer course work, or take outside employment.
• Ability to balance multiple responsibilities and ongoing programs.
• Effective verbal and written communication skills.
• Demonstrable skills in detail management, organization, and assertiveness.
• Familiarity with Emory’s residential facilities is helpful but not required.
• Experience with Windows 7, as well as typing, word processing, and database skills.
• Supervisory and/or management experience, especially with college-aged students.
• A valid driver’s license.
• All staff must take a Defensive Driving course during training if they do not have a current Defensive Driving certificate.

Employment Dates

Dates of employment are Tuesday, January 2022 - Saturday, August 13, 2022. Candidates who will not be able to stay through August 13 must include this information in their application. Additionally there will be a spring orientation session the selected applicant must attend.

The SIHP Manager will be allowed one four-day vacation period during the summer. The SIHP Manager must request this time at least two weeks in advance. Requests will be approved based upon the workload during the requested time period.

Remuneration

• A stipend of $4,500.00, paid in four monthly installments of $1,125.00. You will be paid on the last working day of May, June, July, and August. Since you are not considered a full-time student during the summer, you will be subject to all federal and state taxes, including FICA.
• An hourly rate will be paid for hours worked during the academic school semester.
• A furnished, private bedroom and bathroom at Clairmont Campus will be provided during time of summer employment. This also includes parking and membership at the Student Activities and Academics Center.

Application

Please submit the following:

• A completed online application (Closed for 2023)
• Two completed recommendation forms
• A resume

Emory University is an equal opportunity/affirmative action employer.

Each Conference Assistant reports directly to his/her assigned Conference Coordinator and performs a variety of duties that assist the Summer Conference Program. These very intense, full-time, live-in, summer positions will challenge the abilities of those chosen and offer them valuable skills in communication and organization. Although weekly schedules will vary, Conference Assistants will work approximately 40 hours per week and are not permitted to have another employment position or be enrolled in summer school courses during the dates of employment.

Conference Services will hire 10-12 Conference Assistants.

• Completed applications will continue to be accepted on a rolling application basis to Conference Services.
• Interviews for select candidates will take place beginning on Monday, February 27, 2023. 
• Decisions will be announced later in the semester.
• Selected candidates will have an orientation session in late April.
• Selected candidates for the Clairmont CA positions should also be available for additional spring training end of April. 

Responsibilities

Responsibilities for all Conference Assistants shall include but are not limited to:

• Preparing for all aspects of assigned conferences to ensure a successful program for the conference guests, including but not limited to housing, meals, space reservations, parking requests, etc.
• Maintaining contact with conference organizers to ensure that the Office of University Conferences is aware of all group needs and potential problems.
• Interacting with Conference Managers and other conference staff to ensure all necessary preparations for assigned individual groups have been performed and that the office is ready for the groups’ arrivals.
• Attending mandatory weekly staff and team meetings to discuss conference plans and concerns.
• Creating and maintaining detailed assigned conferences bills.
• Entering guest and conference data into the conference database system and preparing all guest check-in materials.
• Adhering to assigned work schedules and maintaining accurate conference operational records.
• Performing daily customer service operations such as handling guest check-in and check-out, explaining procedures, giving directions, and reporting specific needs/concerns of guests.
• Providing a staff presence at various conference functions taking place on campus.
• Serving as a resource/referral person for conference guests by responding to requests for information about Emory and the Atlanta community.
• Taking telephone messages for conference guests and maintaining message boards and detailed desk logs at each of the Conference Information Desks.
• Assisting with the timely distribution of mail for conference guests.
• Respond to emergency maintenance requests by contacting the appropriate person(s).
• Verifying the set-up of various audio-visual equipment and catering requests in meeting rooms throughout campus as well as physically arranging rooms if necessary.
• Preparing guests’ rooms prior to conference groups’ arrivals.
• Reporting any defects or damages to guests’ rooms including necessary routine repairs.
• Conducting a weekly linen exchange to specified rooms.
• Distributing and removing linen from guests’ rooms before and after the guests’ stay on campus.
• Assisting with laundry pick-up and delivery as needed.
• Assisting Manager 2 in completing an inventory of all linen closets at the conclusion of the summer.
• Assist in keeping accurate key inventories and documenting all key problems.
• Sharing on-call responsibilities with other Conference Assistants and responding to emergencies whenever they may arise.
• Attending a mandatory training session during the spring semester.
• Participating as a member of a staff team that will be composed of two Conference Coordinators and 15-18 Conference Assistants. The Conference Assistants will report directly to their Conference Coordinator. The Conference Assistants are responsible for sharing ideas, problems, concerns, and suggestions for possible improvements with the Conference Coordinators, in addition to helping and supporting fellow staff team members.
• Being helpful, friendly, and willing to assist conference guests in any way possible.
• Monitoring the physical condition of your assigned residence hall, including reporting emergency maintenance situations to the appropriate person(s).
• Completing additional duties as assigned.

One (1) additional CAs will be hired for our CLAIRMONT CAMPUS operation. The Clairmont CAs will have the following responsibilities, which encompass general office tasks and each handling 1-2 conferences held at the Clairmont Campus. Responsibilities include, but are not limited to:

• Preparing for all aspects of assigned conferences to ensure a successful program for the conference guests, including entering guest and conference data into the conference database system and preparing all guest check-in materials.
• Maintaining contact with conference organizers before and during their stay to ensure that Conference Services is aware of all group needs and potential problems.
• Interacting with Conferences staff members and the Clairmont Campus Community Office to ensure all necessary preparations for assigned individual groups have been performed and that the office is ready for the groups’ arrivals.
• Representing Conference Services at the Clairmont Campus Community Office and performing assigned office duties, including answering phones, performing key inventories, handling maintenance requests, and responding to lock-outs.
• Performing daily customer service operations such as handling guest check-in and check-out, explaining procedures, giving directions, reporting specific needs/concerns of guests, and serving as a resource in the Emory and Atlanta community.
• Attending mandatory weekly staff meetings to discuss conference plans and concerns.
• Creating and maintaining detailed assigned conferences bills.
• Adhering to assigned work schedules.
• Verifying the set-up of audio-visual equipment and catering requests in meeting rooms throughout Clairmont Campus, as well as physically arranging rooms if necessary.
• Preparing guests’ rooms prior to arrivals, including the delivery and set up of linen, and linen removal when guests leave campus.
• Completing apartment inspections before and after guest stays and reporting any defects or damages to guests’ rooms, including necessary routine repairs.
• Assisting the Summer Intern Housing Program (SIHP) Manager with intern check-in, check-out, rent payments, and other SIHP tasks.
• Sharing on-call responsibilities with other Conferences staff members and responding to emergencies whenever they may arise.
• Attending a mandatory training session during the spring semester.
• Participating as a member of a staff team that will be composed of the Assistant Director, the SIHP Manager, 1 other Conference Assistant, and 3-5 other staff members.  The Conference Assistants are responsible for sharing ideas, problems, concerns, and suggestions for possible improvements with the Assistant Director and SIHP Manager, in addition to helping and supporting fellow staff team members.
• Being helpful, friendly, and willing to assist guests in any way possible.
• Completing additional duties as assigned.

In addition, the Clairmont CAs will be responsible for one of two following areas:

CCCA A: Mail and Packages

• Sorting and delivering mail each weekday between the hours of 2 p.m. and 6 p.m
• Monitoring package notifications and send out email notifications to SIHP participants each weekday
• Updating the mailbox assignment list at least once a week
• Handling any communications to SIHP office regarding mail or package delivery concerns
• Keeping staff informed of any changes to mail procedures or ongoing issues with deliveries and communicating regularly with the SIHP Manager about mailroom activities
• Gathering forwarding addresses from all SIHP participants
• Removing participants from the mailbox assignment list as they check out and forwarding their mail to their permanent address 

CCCA B: Parking and Keys

• Keeping records of the distribution of parking passes, and determining if more passes need to be requested before future check-ins
• Performing an audit of all parking passes and the parking pass log for accuracy once a week
• Following up with any participants that have not submitted complete parking paperwork or did not return a temporary move-in pass within 48 hours of arrival
• Communicating with the parking office regularly regarding any parking issues
• Returning completed parking pass forms to the Parking Office as needed (typically 1-2 times per week)
• Keeping staff informed of any changes to parking pass policies or procedures and communicating regularly with the SIHP Manager about lingering parking pass issues
• Performing an audit of all SIHP and Conference room keys once a month
• Working with the SIHP Manager and other CA to ensure all lock changes are charged to participants and paperwork is properly filed
• Ensuring codes have been updated in the key log for any SIHP and Conferences guest lock changes 
• At end of the summer, assisting the Assistant Director with coordinating the transfer of keys to the Residence Life staff

Qualifications

• Must be an Emory or Oxford College student in good academic and judicial standing.
• Must be able to commit to the entire summer dates of employment.
• May not be enrolled as a summer student, or hold another position of employment.
• Must be able to demonstrate the attributes of both a team player and a leader.
• Must possess an excellent customer service disposition.
• Must be able to serve as a resource for and a positive representative of Emory University.
• Must possess a valid driver’s license and must be approved to drive University vehicles by the Office of Risk Management. (Training will be provided.)
• Experience within a Windows 7/8 environment is helpful.

Employment Dates

Dates of employment are May 11, 2023 – August 2023, for Main Campus Conference Assistants. Candidates who will not be able to stay through August 1 must include this information in their application. Otherwise, all Conference Assistants will be required to stay through August 1 unless they have been granted special permission by one of the Directors. 

Additionally, there will be a training session during the spring semester in April... Clairmont CAs should also be available for additional spring training in April.

Each Conference Assistant will be allowed one four-day vacation period during the summer. Conference Assistants must request this time by June 1, 2023. Requests will be approved based on the individual’s workload during the requested time period.

Conference Assistants will each have one evaluation mid-summer with their Conference Fellows. Termination may occur at any time during the summer due to one’s performance or lack of compliance with University policy, rules, and regulations.

Remuneration

• A stipend of $5,500.00, paid in four monthly installments. Since you are not considered a full-time student during the summer, you will be subject to all federal and state taxes, including FICA. All Conferences personnel returning to the same position will receive an additional $1,000 in addition to the stated stipend.
• A furnished private room on central campus (Main) or a furnished two-bedroom apartment on Clairmont. You must live in this room to be available for on-call duties and other responsibilities.
• Meals when the DCT Food Court is in service. The Food Court will begin service approximately June 1 and conclude on July 31, 2020. There may be meals during this period when food service is not available. Clairmont CAs will not be given access to the DCT Food Court. 

Application

Applications will open in December. To apply, please submit the following:

• A completed online application form. 
• A resume and listing of activities in which you are involved. Please attach your resume to the online application.
• Two completed recommendation forms.

Returning Conference Assistants

Thank you for your interest in reapplying for the CA position! Please submit the informational application attached here. Returners will be notified of their hiring status before new employee applications are processed.

Please submit the following by February 27, 2023. Resumes and references are not needed.

• Returning CA Application (Download PDF)

Emory University is an equal opportunity/affirmative action employer.

Each manager reports directly to the Director of Conference Services and provides logistical support for Conference Services. These very intense, full-time, live-in, summer positions will challenge the abilities of those chosen and offer them valuable skills in communication and organization. Although weekly schedules will vary, managers will work approximately 40 hours per week, including nights and weekends. They are not permitted to have another employment position or be enrolled in summer school courses during the dates of employment.  The Office of University Conferences will hire four (4) Conference Managers.

• Applications are due February 21, 2023.
• Interviews for select candidates will take place from February 21 - March 3, 2023.
• Decisions will be announced Friday, March 4, 2023, or until all positions are filled.
• Selected candidates must assist in a group interview session for Conference Assistants on Thursday, April 9th, 2023 from 7:00pm until 10:00pm. All applicants must be available at this time.
• Selected candidates will have an orientation session Thursday, April 23rd, 2023 at 7:00 pm.
• Dates of employment are May 11, 2023 – August 6, 2023.

Responsibilities

Responsibilities shall include but are not limited to:

• Acting as a liaison between Conference Services and on-campus vendors and University departments.
• Completion of on-call responsibilities to be shared between 4 Conference Managers and 2 Conference Fellows(on-call services are provided 24 hours/day for emergencies and other guest assistance).
• Attendance at daily check-ins, plus weekly professional and general staff meetings.
• Training all staff on aspects of your functional area.
• Participation in Conference Assistant Staff Selection.
• Development and maintenance of reports and records pertinent to conference operations.
• Completion of at least one staff development activity during the summer.
• Other duties as assigned.
• Duties specific to each Manager 

Position-Specific Duties

The four (4) manager positions are as follows:

• Manager 1 :: Food Services, Prox Cards, and Transportation Services
• Manager 2 :: Building Preparation
• Manager 3 :: Keys, Meeting, Spaces, Audio/Visual, Equipment Rental
• Manager 4 :: Billing, Office Procedures, Desk Operations

Qualifications

• A current Emory University junior, senior, graduate student, or intern in good academic and judicial standing, who is not enrolled for summer session course work.
• Ability to balance multiple responsibilities and ongoing programs.
• Effective verbal and written communication skills.
• Discernible skills in detail management and assertiveness.
• Familiarity with Emory’s residential facilities.
• Experience with Windows7 as well as typing, word processing, database, and organizational skills.
• Management or leadership experience.
• A valid driver’s license. Drivers must be approved to drive University vehicles by the Risk Management Division.

Employment Dates

• Dates of employment are Thursday, May 11, 2023 – Wednesday, August 9, 2023. Candidates who will not be able to stay through August 3 must include this information in their application. Otherwise, all Managers will be required to stay through August 3 unless they have been granted special permission by the Director. 
• Additionally, there will be a training session during the spring semester on Thursday, April 23, 2023, from 7:00pm to 9:30pm. 
• Each Manager will be allowed one four-day vacation period during the summer. Managers must request this time by June 4, 2023. Requests will be approved based upon the individual’s workload during the requested time period.
• Managers will each have one evaluation mid-summer with the Director. Termination may occur at any time during the summer due to one’s performance or lack of compliance with University policy, rules and regulations.

Remuneration

• A stipend of $7,150, paid in four monthly installments. Since you are not considered a full-time student during the summer, you will be subject to all federal and state taxes, including FICA. All Conference’s personnel returning to the same position will receive an additional $1,000 in addition to the stated stipend.
• A furnished private room in a residence hall on campus. You must live in this room to be available for on-call duties and other responsibilities.
• Meals when DCT is in service. Dobbs Common Table will begin service approximately June 1 and conclude on August 1, 2023. There may be meals during this period when food service is not available.

Application

Applications will go live in December

Please submit the following

• A completed online application form.
• A resume and listing of activities in which you are involved. Please attach your resume to the online application.
• Two completed recommendation forms.

Complete applications must be received by Tuesday, February 28, 2023. Any questions can be emailed to Sherry Ebrahimi, sherry.ebrahimi@emory.edu 

You will receive notification once we receive your completed application.

Emory University is an equal opportunity/affirmative action employer.

Conference Fellows will interact with summer conference clients and campus partners, supervise Conference Assistants, and handle a number of administrative tasks within Conference Services. These highly visible and high energy roles will be full-time, live-in positions and report to the Director of Conference Services. The selected candidates will have their skills and abilities challenged while developing new management and leadership capabilities within a demanding role. Conference Fellows will work approximately 40 hours per week on a varying schedule that includes nights and weekends. They are not permitted to have another employment position or be enrolled in summer school courses during the dates of conference employment.

Conference Services will hire (1-2) ACUHO-I Interns or Conference Fellows.

Applications are selected through the ACUHO-I housing internship program.

ACUHO-I Housing Internship Program interviews for selected candidates will take place between Wednesday,
January 2023 and February 2023.

Decisions will be announced March 2023.

Dates of employment will be May 7, 2023 – August 5, 2023.

Responsibilities

Responsibilities shall include but are not limited to:

• Assist in the training of Conference Assistants. Fellows will be responsible for a number of areas during training, including the explanation of some functional areas such as customer service, job responsibilities to Conference Assistants, as well as the planning of staff development team-building activities.
• Supervise a team of 8-9 Conference Assistants, including:
  • Plan weekly staff meetings
  • Advise Conference Assistants regarding individual conference responsibilities
  • Coordinate at least one staff development event
  • Complete a mid-summer performance evaluation of each Conference Assistant
  • Conducting weekly one-on-one meetings with Conference Assistants to ensure all are planning ahead and handling proper duties regarding conference management
• Collect and approve of all weekly shift and time-off requests from direct
• Work in conjunction with 4-5 Conference Managers (responsible for specific functional areas of the Conferences program) to ensure Conference Assistants are fulfilling their responsibilities.
• Interact with conference clients to ensure that needs are being met by their assigned Conference Assistant. This includes being present at both check-ins and check-outs to facilitate smooth transitions in and out of Emory by conference groups.
• Work creatively to troubleshoot problems as they arise (scheduling conflicts, last minute requests, etc.).
• Complete on-call responsibilities to be shared between the 2 Fellows and 5 Conference Managers (on-call services are provided 24 hours/day for emergencies and other guest assistance).
• Supervise various events associated with conferences (i.e. guest registration and check-out, catered events, parties, banquets, etc.)
• Attend and facilitate weekly staff meeting.
• Develop, create, and distribute a weekly Conference Newsletter for Emory University employees and departments who assist and work with the Conferences Program during the summer.
• Oversee conference billing, including individually checking and signing off on all bills of the staff members you directly supervise.
• Schedule shifts for up to 18 Conference Assistants on a weekly basis. Ensuring all Assistanta and are working comparable hours over the course of the summer and are regularly rotated onto linen and check-in shifts in fluid groups
• Creating weekly on-call schedule for Conference Assistants.
• Monitor the physical condition of your assigned residence hall, including reporting emergency maintenance situations to the appropriate person(s).

Other duties as assigned.

Qualifications

Graduate student in good academic and judicial standing and not enrolled for summer session course work.

Ability to balance multiple responsibilities and ongoing programs.

Effective verbal and written communication skills.

Demonstrable skills in detail management and assertiveness.

Experience in working in on-call situations, and the ability to demonstrate a competence for thriving in a constantly changing work environment.

Familiarity with Emory’s residential facilities is helpful but not required.

Supervisory and/or management experience, especially with college-aged students.

A valid driver’s license. Drivers must be approved to drive University vehicles by the Risk Management Division (training will be provided).

Back to Top

Employment Dates:

Dates of employment are May 7, 2023 – August 5, 2023. Candidates who will not be able to stay through August 1st must include this information in their application.

Fellows will each have one evaluation mid-summer with the Director. Termination may occur at any time during the summer due to one’s performance or lack of compliance with University policy, rules, and regulations.

Each Conference Fellow will be allowed one four-day vacation period during the summer.

Remuneration:

A stipend of $550 per week, paid in four monthly installments. Since you are not considered a full-time student during the summer, you will be subject to all federal and state taxes, including FICA. All Conferences personnel returning to the same position will receive an additional $1,000 in addition to the stated stipend.

A furnished private room in a residence hall on campus. You must live in this room to be available for on-call duties and other responsibilities.

Meals when the Dobbs Common Table is in service. The DCT will begin service approximately June 1 and conclude on July 31, 2023. There may be meals during this period when food service is not available.

Application

Please submit an application through the ACUHO-I Housing Internship Program. 

Emory University is an equal opportunity/affirmative action employer.