Event & Conference Operations Assistant

Position Summary
Position Summary The Event & Conference Operations Assistant supports campus events conferences guest services summer housing and other operational needs at Gannon University. This position provides high-quality customer service to students employees visitors event organizers conference groups summer residents and other University guests. Event & Conference Operations Assistants work in a variety of operational settings and assist with event setup and audiovisual support camps and conferences guest and summer housing operations and other campus and auxiliary services. This position is ideal for students who enjoy working with people solving problems staying organized and working in a fast-paced environment where responsibilities may vary from day to day. Responsibilities Event & Facility Operations Assist with the setup and breakdown of meetings programs conferences and special events. Ensure event spaces are clean properly configured and ready for customers prior to scheduled events. Set up test and provide basic troubleshooting for audiovisual and event technology. Provide on-site support to event organizers and guests during events. Respond to event-related needs and make adjustments to rooms or equipment when appropriate. Return event spaces to their standard configuration following events and properly store equipment. Assist with equipment inventory furniture movement deliveries event load-in/load-out and other operational projects as assigned. Monitor event and facility spaces and help ensure University and facility guidelines are followed. Identify and report maintenance safety security or facility concerns to the appropriate University personnel. Work collaboratively with University staff and event organizers to provide a positive experience for campus and external events. Conference Guest & Summer Housing Operations Depending on the time of year and operational needs Event & Conference Operations Assistants may support camps conferences internship housing short-term stays alumni and other University guests. Responsibilities may include: Monitor and respond to inquiries received through the inbox and University forms. Review and coordinate requests for camps conferences internship housing short-term stays alumni and visiting guests. Assist with summer and guest housing assignments and maintain accurate occupancy records. Maintain housing and guest records for University residence halls being used for summer operations. Help prepare residence halls and guest accommodations by coordinating room turnovers cleaning quality checks and requested equipment. Prepare check-in materials and assist with the distribution of keycards physical keys parking passes and other guest materials. Facilitate guest and group check-in and checkout processes. Inspect rooms document damages collect keys organize completed paperwork and update occupancy records. Assist with calculating housing charges using Excel creating invoices monitoring payments and maintaining financial records. Coordinate routine mail package maintenance and facility concerns with appropriate University departments. Provide ongoing operational support to camps conferences internship groups summer residents alumni and visiting guests throughout their stay. Assist with summer closeout and preparation of residence halls equipment and operational spaces for fall student move-in.

Physical Demands
Ability to safely move furniture and equipment and independently lift up to 50 pounds. Ability to bend kneel stoop stand and walk for extended periods as required by assigned responsibilities.

Required Qualifications
Must be enrolled as a student at Gannon University. Maintain a cumulative GPA of at least 2.5. Strong customer service and interpersonal skills. Ability to communicate professionally and effectively with a wide variety of individuals. Ability to work independently take initiative and solve routine problems. Ability to work collaboratively as part of a team. Strong organizational skills and attention to detail. Basic computer skills and ability to learn University systems and software. Ability to safely move furniture and equipment and independently lift up to 50 pounds. Ability to bend kneel stoop stand and walk for extended periods as required by assigned responsibilities. Willingness to work a flexible schedule that may include evenings weekends and University breaks based on operational needs.

Preferred Qualifications
Previous customer service hospitality event residence life conference or facility operations experience. Familiarity with Gannon University facilities and services. Experience using Microsoft Office particularly Outlook and Excel. Experience with audiovisual or event technology. Strong problem-solving skills and comfort working in a fast-paced environment. Previous experience working with camps conferences guests or residential operations.

Required Experience:

Junior IC