Lead Conference Assistant

Position OverviewGeneral
The Lead Conference Assistant (LCA) role in Housing & Residence Life works directly with Housing & Residence Life for on-site summer programs, including group and individual stays. LCAs hold a twelve-week, 40 hour per week, position with Housing & Residence Life from May 19, 2025, through August 8, 2025, with the opportunity to extend employment until August 15, 2025, depending on need. The LCA position is tasked with assisting the Conference Coordinator team with training, scheduling, and providing overall leadership to the Conference Assistant (CA) team. LCAs will serve as a point of contact for select Camp and Conference groups and will guide CAs through preparations, check ins, checkouts, and closing of a group. Lead Conference Assistants will also assist with various Conference Assistant responsibilities such as front desk management, conference check-in and out, building preparation, mailroom duties, and emergency response.

Each LCA will report to a Conference Coordinator and indirectly to the Assistant Director for Housing Services, while also working collaboratively with various housing staff members. The nature of the Camps and Conferences program at the University of Kansas requires all LCA's to live on campus. Lead Conference Assistants are provided with housing as part of their compensation. Additionally, if a LCA is terminated from their summer position, it may result in termination from a fall Senior Resident Assistant, Apartment Living Assistant, Resident Assistant, Proctor, or Food Board Manager role.

As a representative of Housing & Residence Life, Student Affairs, and the University of Kansas, the Lead Conference Assistant must demonstrate commitment to the Mission and Values of Housing & Residence Life.

Our Mission
Building learning-centered communities through individual support and respect.

Our Central Values
We advance KU's mission with:

• Engaging communities
• Vibrant physical spaces
• Effective administration

Per the State of Kansas, student employees may hold concurrent appointments not to exceed maximum appointment and hours worked levels . However, concurrent student appointments must be of matching FLSA designation (exempt/salaried or non-exempt/hourly).Job DescriptionResponsibilities include, but are not limited to:

30% Administrative Duties

• Attend all conference staff weekly meetings, held Mondays 2pm-4pm, and a weekly camps and conferences leadership meeting
• Serve as a point of contact for select groups and coordinate the details of their stay, inclusive of being present for check-ins and checkouts.
• Effectively and accurately perform administrative tasks related to hall and conference occupancy - maintaining key box inventory, check-ins/check-outs, lock outs, linen distribution, hall access card management, facility walk throughs, and other guest and resident service-related functions.
• Reconcile all information after check-outs and complete the forms for billing.
• Ensure that all conference check-ins and checkouts are staffed appropriately
• Assist housing operations in the management of facility requests for camps and conferences.
• Work with the conference assistant team to update and maintain accurate signage in the halls.
• Provide oversight of the linen management process and ensure accurate counts and records are maintained regarding linens available, soiled, and exchanged.
• Maintain regular communication with direct supervisor and other department personnel. This is inclusive of working with different representatives from Housing & Residence Life in the management of a group's experience.
• Serve residents and guests through regularly scheduled front desk coverage.

20% Team Leadership and Management

• Provide co-leadership to the Conference Assistant team, in collaboration with the Conference Coordinators and other Lead Conference Assistants.
• Serve as a contributing member of the staff team and being collaborative with Conference Coordinators, Occupancy Management, Desk Operations, Residence Life and Housing Operations staff members.
• Assist Housing & Residence Life staff and the Conference Coordinators in training Conference Assistants.
• Onboard new Conference Assistants into the role and help with familiarity within the role and housing facilities.
• Assist in scheduling and monitoring the day-to-day work of the Conference Assistant Team.
• Assist in scheduling and managing the on-call duty calendar.
• Maintain confidentiality of sensitive information

20% Departmental

• Have a strong working knowledge of KU, Housing & Residence Life, and appropriate University and Housing policies and procedures.
• Serve as a positive representative of Housing & Residence Life, Student Affairs and the University at all times.
• Demonstrate a commitment to personal integrity which includes role modeling good judgement, ethical behavior, and adherence to laws and policies.
• Collaborate with and support other Housing & Residence Life and Student Affairs units, including hall openings/closings, room changes, and other initiatives that take place during the summer period.
• Assist in the spring to summer transition and the summer to fall transition, through preparation, moves, and other needs across campus.
• Conduct check outs for residents and ensure all items are removed and any damage is properly documented and billed.

10% Customer Service

• Serve as a primary point of information with knowledge of KU Housing & Residence Life, the University of Kansas, and the greater Lawrence community. Effectively refer residents and guests to the proper resources.
• Act as contact for conference attendees; answer questions and provide them with accurate information in a courteous and helpful manner.
• Help to maintain a welcoming and approachable environment at front desks and check in/check out locations.
• Facilitate tours and provide information about housing facilities as needed.

10% Safety and Policies

• Participate in a 24-hour duty coverage schedule. This includes completing duty rounds, responding to resident issues, addressing crisis situations, and documenting incidents.
• Enforce University and Housing & Residence Life policies and procedures. Document incidents occurring during assigned shifts and submit appropriate documentation through Maxient software.
• Monitor building access systems and security cameras for the residential community, ensuring only residents, approved staff members, approved guests, and conference staff have access.
• Be familiar with building layouts to assist in the direction of emergency responders and to conduct duty.

10% Other

• Other related duties as assigned.
• Assist with adjusting the height and configuration of beds for camp and conference groups and in transition periods between summer and the academic year. This is inclusive of increasing or decreasing the height of beds as requested by guests.
• Ability to move items up to 25 pounds and sit/stand for extended periods of time. Requests for accommodations can be made to the University Student Access Center.

Required Qualifications

1. Previous staff experience in Housing & Residence Life, as Desk Manager, Resident Assistant, Proctor, Food Board Manager, Apartment Living Assistant, or Conference Assistant
2. Previous work experience including customer service and administrative duties.
3. Ability to work 40 hours per week, with a variety of shifts, including weekends, evenings, and holidays.
4. During the semester term of the appointment, the student hourly must be enrolled in no fewer than 6 credit hours. For summer periods the student hourly must: 1) have been enrolled in no less than 6 hours in the past spring semester or 2) be pre-enrolled in upcoming fall semester in no less than 6 hours or 3) be enrolled in summer session or 4) be admitted to study in the upcoming fall semester. Student Hourlies may be undergraduate or graduate students. (Exceptions granted for GRA/GTA/GA appointments DO NOT apply to Student Hourly appointments).

Preferred Qualifications

1. Experience working directly with Camps and Conference operations.
2. Experience in leadership positions/roles, management positions, etc.
3. Experience with Microsoft Office software and applications.
4. Ability to manage work tasks in a fast-paced environment with rapidly changing priorities
5. Experience with emergency/crisis response.

Additional Candidate InstructionsTerm of Appointment and Application
The position begins Monday, May 19, 2025, and will go through Friday, August 8, 2025, with the opportunity to extend employment until August 15, 2025, depending on need. Dates may be flexible given mutually agreed upon communication prior to hiring, but flexibility is limited. In addition to the job responsibilities outlined above, LCA's are required to participate in orientation, staff development and training, and staff meetings. Exceptions for LCA's may be granted by the direct supervisor in consultation with an Assistant Director of Housing Services. Specific duty assignments will be developed in orientation and in-service training. Additionally, summer enrollment must be limited to no more than 6 hours of undergraduate enrollment and no more than 4 hours of graduate enrollment. Summer enrollment is not required

The position of LCA is a 40 hour per week role and does not typically allow for involvement with practicums or internships . click apply for full job details