Conference Assistant

Job Description

Position Overview

Conference Assistant (CA) will work directly with the Audio/Visual Technician. The CA sets up and operates audio and video equipment including microphones, sound speakers, video screens, projectors, video monitors, recording equipment, connecting wires and cables, sound and mixing boards, and related electronic equipment for concerts, meetings and conventions, presentations, and news conferences. The CA may also set up and operate associated spotlights and other custom lighting systems. The CA is expected to create an atmosphere of helpfulness and friendliness by greeting and receiving conference guests and other visitors.

Qualifications

Must not be under criminal or conduct sanctions at the time of employment.

Possess a team oriented philosophy, positive attitude, and high energy for customer interactions.

Flexible schedule preferred (work will consist of day shifts, night duty, and frequent weekend assignments).

Adhere to the mission statement of Dillard University and the Offices of Conferences & Events, Summer Programs, Facilities Management and Residential Life.

Must have skilled knowledge of audio-visual equipment, computers, and presentation software.

Demonstrate the ability to work independently, identifying resources and make independent decisions.

Possess strong oral communication skills.

Possess ability to work in a team environment.

Demonstrate ability and interest in learning technology related skills.

Demonstrate excellent interpersonal skills, positive customer-oriented attitude and professional image.

Duties

CA’s will be asked to assist in the managing of the all tasks related to summer programs, conferences and events.

Attend and participate in all staff meetings, trainings, preparations and debriefing sessions.

Become familiar with campus resources and contact procedures.

Complete an accurate time sheet as required by the Event Coordinator and Audio/Visual Technician.

Read and interpret room diagrams with respect to audio visual setups.

Set up/remove room setups and change room arrangements, including tables, chairs and stages in accordance with the schedule of events.

Ensure setup and put away of audio visual equipment is completed for all events. Make sure audio visual closets are kept in order.

Respond to requests from the Audio/Visual Technician and Event Coordinator.

Inspect rooms for damage, cleanliness, and document issues to be addressed. Give documentation to supervisor.

Troubleshooting audio visual equipment when there are technical questions or problems related to the equipment and identify appropriate solutions.

Serve as on-sight audio visual support for events that take place on campus.

Provide basic instruction on the operation of audio visual equipment to guests as necessary.

Clean and maintain equipment, report damages to the Audio/Visual Technician.

Assist in weekly inventory of all conference equipment.

Be aware of emergency procedures and troubleshoot concerns throughout the facility.

Peer Support

Develop and maintain on-going professional relationships with fellow staff.

Respond to emergencies involving residents and guests in the residence halls.

Demonstrate positive attitude and commitment toward teamwork and community building.

Be willing to assist in all housing areas when conference schedule requires additional staffing.

Assist fellow staff in completing assignments and meeting deadlines.

Work in conjunction with the Housing staff, specifically the Residential Life staff, in performing their duties, specifically with emergency situations.

Customer Service

Demonstrate initiative in greeting conference guests.

Maintain regular contact with Event Coordinator to ensure timely accurate flow of information.

Follow-up with guests concerns and questions in a timely manner.

Serve as an information resource for conference guests.

Treat all conference guests in a respectful, helpful and tactful manner and effectively handle disciplinary situations and individuals.

Respect the confidentiality of communications between conference guests and the Office of Conference Services & Events, Summer Programs, Facilities Management and Residential Life.

General Conference Preparation and Operation

Assist in preparation of conference facilities.

Inspection of facilities before each conference for cleanliness and maintenance issues.

Investigate, report and follow-up on damage to facilities, hallways and community areas.

Assist in reporting maintenance and housekeeping concerns. Address minor concerns when possible.

Inventory of conference supplies.

Assist with other duties and projects as assigned by the Event Coordinator and Audio/Visual Technician.

Meet and communicate regularly with the Event Coordinator and Audio/Visual Technician.

Submit reports as required and provide necessary follow-up.

Serve as a referral/resource person to conference participants.