Student Conference Assistants

Position OverviewGeneral
The Conference Assistant (CA) role works directly with Housing & Residence Life for on-site summer programs, including group and individual stays. CA's hold a twelve-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 CA role provides support to Summer School, Occupancy Management, Desk Operations, and the Camps and Conferences program. The CA performs administrative duties, customer service, recruitment, crisis management/response, and individual outreach functions for residents and guests. Students serving in the CA role are responsible for customer service, facilities preparation, key management, and serving as a resource for non-affiliated guests residing within Housing & Residence Life facilities.

Each CA 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 CA's to live on campus while serving on duty. Conference Assistants are provided with housing as part of their compensation, but CA's can reside off campus except for when needed in an overnight capacity. Additionally, if a CA 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 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:

40% Administrative Duties

• Attend weekly staff meetings, held Mondays 2pm-4pm
• 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, and other guest and resident service-related functions.
• Maintain accurate inventory and documentation to support summer operations.
• Complete building walk throughs and room inspections prior to and following a group or individual stay on campus. This is inclusive of setting rooms with linens, altering room configuration, placing appropriate signage, assessing space readiness, and documenting space needs or damages.
• Participate in scheduled departmental meetings, orientations, area meetings, training, and development programs as directed.
• 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.
• Participate in all assigned check-ins and check-outs as scheduled.
• Serve as a contributing member of the staff team, working with all Conference Assistants, Conference Coordinators, Occupancy Management, Desk Operations, Residence Life and Housing Operations staff members.
• Serve residents and guests through regularly scheduled front desk coverage.

20% Customer Service

• Provide a thoughtful, attentive, and inclusive customer service with a welcoming and approachable reception area.
• 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.
• Be familiar with and/or willing to learn about various communities to provide information to individuals.
• Build a positive rapport with summer residents and/or conference participants.
• Set a positive tone for interaction, demonstrating responsibility and respect for others' rights, diverse backgrounds, and personal and university property. Build a rapport and develop relationships with guests and residents in the community through regular interaction and communication of appropriate information.
• Facilitate tours and provide information about housing facilities as needed.

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% 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. Work experience including customer service and administrative duties.
2. Ability to work on a variety of shifts, including weekends, evenings, and holidays.
3. 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. Student Housing staff experience
2. Experience with Microsoft Office suite software and applications.
3. Ability to manage work tasks in a fast-paced environment with rapidly changing priorities
4. Experience with emergency/crisis response.

Additional Candidate InstructionsCompensation

Staff will be paid an hourly rate of $13.00 and can be scheduled for up to 40 hours each week as shifts are available. Staff are required to work a minimum of 20 hours per week with a maximum of 40 hours per week.

A home base within a residential complex is assigned. It is not required that you live on campus. A temporary room may be assigned in buildings based on camp needs. CAs may be required to move to different buildings throughout the summer reflective of the conferences they are assigned to serve. Temporary work and living arrangements may be made in alternate locations when the designated hall is closed.

A meal plan is provided to staff working the minimum hours per week, available when the dining center is serving to the public.

Term 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, CA's are required to participate in orientation, staff development and training, and staff meetings. Exceptions for CA'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 CA does not typically allow for involvement with practicums or internships . click apply for full job details