Conference Assistant - Office Support - Ancillary Services

Competition Number: 
18S13
Position Type: 
Student Position
Closing Date: 
Monday, March 11, 2013
Date of Posting: 
March 3, 2013
Department: 
Ancillary Services
Position: 
Conference Assistant - Office Support
Hours of Work: 

Academic Year (September - April); Up to 15 hours per week, Late April - Early September; up to 40 hours per week. May include some irregular and on-call shifts. (During the summer months the front desk operates 24 hours/day).

Salary: 
$10.40 per hour (vacation pay included)
Term: 

Immediately until September 2013 (possibility of extension for the following academic year).

Conference Assistant Office Support personnel will provide assistance and support to the Conference Services and Summer Accommodations operations during the academic year, as well as the summer months.
One student position is available immediately and will continue through to early September 2013, with the possibility of extension for the following academic year.

RESPONSIBILITIES:
Duties during the academic year, as well as the summer months, will include operating accommodations software, assisting with conference, group and casual guest bookings, receiving and responding to telephone and e-mail inquiries, preparing and posting directional signage for incoming conferences, liaising with other university departments regarding specific conference needs (e.g. Audio Visual, Athletics, Facilities Management and Security Services, etc.), completing paperwork and computer data entry regarding conference billings, working with and providing assistance to the Ancillary Services director and administrative staff, and other such related duties. During the summer season, responsibilities may include working the front desk and providing assistance to the Guest Services Attendants; checking in/out guests, directing delegates to island tourist attractions and activities, ensuring the cleaning and preparing of residence rooms for incoming delegates and more.
During the first few weeks of the Summer Accommodations operation (late April/early May), work will focus primarily on the preparation and cleaning of the residences for the upcoming summer season, then will shift into administrative and guest services support.
QUALIFICATIONS:
- A professional and positive attitude, energetic, courteous, good telephone etiquette and attention to detail
- Able to work well within a team work environment
- Familiarity with UPEI’s residences, the university campus, Charlottetown and PEI
- Experience in the tourism/hospitality industry would be an asset.
- Comfortable with computers (with a working knowledge of Microsoft Windows, Office and Excel)
- Strong customer service skills
- Excellent interpersonal skills
- Strong verbal and written communication skills
- Experience working with cash
- Must be willing to work a flexible schedule, including weekdays, weekends, holidays, and some night shifts
- Bilingualism not required but considered an asset
Priority to University of Prince Edward Island students in accordance with Recruitment, Selection, Hiring and Employment Policies and Procedures manual.

Application Instructions: 

Please submit electronically a cover letter, quoting the competition number, a resume and references to be received no later than the closing date to employment@upei.ca. Please ensure that your first and last name and the competition number are included in the email subject line. You can also apply in person to the Human Resources Department, Kelley Building, University of Prince Edward Island, 550 University Avenue, Charlottetown, PEI C1A 4P3, Fax Number (902) 894-2895.

Only those applicants who are invited to an interview will be acknowledged.

UPEI encourages all qualified applicants to apply for job openings; however, in keeping with the terms and provisions of the university’s various employment and collective agreements, first priority will be given to internal candidates.
Contact UPEI