Conference Services Operations & Events Associate - Flex Position

Position: Conference Services Operations & Events Associate - Flex Position

Department: Conference & Event Services and Paul Smith’s College Mercantile

Classification: Part-Time, Non-Exempt, Seasonal, Staff

Reports To: Director of Conference & Event Services

Compensation: $19.50 per hour. Complimentary meals from Sodexo Food Services during work shifts (when available).

Position Description:

The Conference Services Operations & Events Associate is a cross-trained, flexible position supporting Conference & Event Services, Residence Operations, and Mercantile retail services. This role provides operational support for campus events, guest housing, and retail operations, ensuring a high standard of customer service, efficiency, and professionalism. Associates are scheduled based on departmental needs and may shift between event services, housing support, and retail operations as required.

Schedule:

• Flexible, part-time scheduling based on operational needs.

• Hours may increase during summer conference season, major events, and peak retail periods.

Duties & Responsibilities:

Conference Services Operations & Events require a varied skill set as the summer progresses:

Conference & Event Services Support:

• Assist with event preparation, setup and breakdown, including tables, chairs, linens, signage, and equipment.

• Support meeting room and venue configurations in accordance with Banquet Event Orders (BEOs).

• Provide on-site event support, guest assistance, and logistical coordination.

• Prepare and distribute welcome materials, room keys, and event supplies.

• Monitor event spaces for cleanliness, safety, and readiness.

• Assist with post-event inspections and inventory tracking.

Residence & Guest Housing Support:

• Assist with dormitory room preparation for conferences, camps, and special programs.

• Support guest check-in and check-out procedures.

• Help manage key distribution and access control.

• Verify rooming lists and report discrepancies.

• Conduct room condition reports and assist with turnover preparation.

• Report maintenance and housekeeping needs.

Mercantile / Retail Operations Support:

• Operate point-of-sale (POS) systems accurately and responsibly.

• Assist customers with purchases, returns, and inquiries.

• Stock, merchandise, and organize retail displays.

• Receive, tag, and inventory merchandise.

• Maintain store cleanliness and visual standards.

• Support textbook, uniform, and supply distribution.

• Assist with event-related retail promotions and group sales.

Administrative & Cross-Functional Support:

• Assist with basic data entry, scheduling, and record keeping.

• Support signage creation and distribution.

• Help prepare reports, checklists, and inventories.

• Assist with special projects and seasonal initiatives in conjunction with the College’s Facilities department.

• Provide coverage for staffing shortages as needed.

Customer Service & Professional Standards

• Serve as a professional ambassador for Paul Smith’s College.

• Deliver consistent, courteous, and solution-oriented service.

• Maintain confidentiality of guest and student information.

• Follow College policies, safety standards, and cash-handling procedures.

• Demonstrate flexibility and adaptability in a dynamic work environment.

Required Qualifications

• High School diploma or equivalent and/or six months to one-year of related experience or training.

• Reliable, punctual, and responsible.

• Strong communication and interpersonal skills.

• Ability to follow procedures and work independently.

• Comfortable working in both operational and customer-facing environments.

• Willingness to work evenings, weekends, holidays, and peak periods.

• Ability to lift up to 30–40 pounds.

• Working knowledge of Microsoft Office suite.

• Valid driver’s license and driving record acceptable to PSC insurance carrier, which will enable authorization to drive College-owned vehicle.

Preferred Qualifications

• Currently enrolled student at Paul Smith’s College.

• Experience in hospitality, events, retail, or customer service.

• Familiarity with Square POS or similar systems.

• Knowledge of campus facilities and services.

• Interest in hospitality, business, retail management, or facilities operations.

Work Environment & Physical Requirements

• Work in retail, office, residence hall, and event venues.

• Frequent standing, walking, bending, and lifting.

• Indoor and outdoor work in varying weather conditions.

• Fast-paced environment during conferences and peak retail periods.

Paul Smith’s College is an equal opportunity employer. Position descriptions are created that focus on essential functions, using inclusive language, and avoid unnecessary or discriminatory requirements.

We are reviewing candidates immediately and expect this search to move quickly!