Employment

Summer Jobs with Conference and Guest Services

We are looking for an outstanding group of students to fill our summer staff positions that will play a vital role in providing services to our guests this summer!

There are many benefits to working with our program: competitive wages, the possibility of free housing, and 10 free meals a week! Hospitality and Tourism Management students can also earn credit toward their field study hours.

Students enrolled at Virginia Tech should use Handshake and search for Virginia Tech Housing Services. If you are not currently enrolled as a student at Virginia Tech, please download this application.

Chief Objective of Positions

As an employee, you will be responsible for handling tasks such as check-in/check-out, conference management, preparation of amenities, keycard control, dining arrangements, and other tasks as required.

If you have any questions, please call (540) 231-5721 or email Conference and Guest Services.

Virginia Tech does not discriminate against employees, students, or applicants for admission or employment on the basis of race, gender, disability, age, veteran status, national origin, religion, sexual orientation, or political affiliation. Anyone having questions concerning discrimination should contact the Office for Equity and Access.

Position Descriptions

Housing Services Conference Liaison

Responsibilities

Conference Lead
- Develop strong knowledge of the residential occupancy, conference processes and communications, and commonly asked questions
- Serve as primary contact for assigned conferences
- Ensure all conference information is received and delivered in a timely manner
- Ensure all aspects of assigned group’s stay are prepared prior to group’s arrival and appropriate follow-up is completed upon group’s departure:
  - Prepare necessary paperwork and requests for group
  - Prepare room keycards and rooming rosters
  - Ensure that residence halls are prepared for a group’s arrival
  - Conduct check-ins and check-outs
  - Audit keycards after group’s departure
- Support other Conferences Leads as needed including desk operations and room set up
Customer Service
- Provide excellent customer service
- Collaborate with different departments to ensure successful guest experience
- Respond to phone, email, and walk-in inquiries received by the Housing Services Desk – including conference guests, current and prospective students, parents, campus partners, and others
- Elevate concerns to Assistant Directors for Housing Services and/or Facilities leadership as appropriate

On-Call Responsibilities
- Serve in a nightly on-call duty rotation throughout the summer, which requires staff to stay on campus in a provided room while on-call
- Serve as point of contact for students and conference guests seeking after hours assistance for Facilities and Housing Services operations
- Serve as central dispatch for emergency maintenance and housekeeping after hours; make call outs as appropriate
Commencement Housing Operations (May 10 – May 15)
- Assist with all aspects of Commencement Housing
  - Students who are graduating in Spring 2023 may be excused from Commencement Housing responsibilities with permission from Assistant Director for Conference Services and Operations
- Complete room preparation prior to guest arrival
- Assist with check-in and check-out of Commencement Housing guests
- Assist with closing down of Commencement Housing desk
Hokie Helpers (August 9 – August 20)
- Help set-up move-in tents and carts
- Staff tents as assigned
- Assist with cart collection and lock-up each night
- Provide other operational support to ensure a smooth and welcoming move-in experience for residents arriving to campus for Fall 2023

Housing Services Conference Liaisons may assist with other duties as assigned by supervisors.

Requirements

Required Time Commitments:
- Staff Training:
  - April 18, 2023 (Evening Training)
  - May 15 – May 18, 2023
- Summer Operations:
  - May 11 – August 20, 2023
  - Work 20 – 40 hours weekly during the summer operations period
- Staff Meetings: Weekly on Wednesday at 10:00am
Required Skills:
- Maintain a warm and friendly demeanor at all times
- Be detailed and task-oriented
- Ability to learn and use new software programs quickly
- Follow all cash handling policies and procedures
- Excellent communication and interpersonal skills
- Ability to work independently as well as in a team
- Proficiency in Microsoft Office software

Benefits

On-campus housing, if needed
10 meals per week dining allowance on campus

Housing Services Conference Liaisons provide services for conferences and camps that are housed in Virginia Tech residence halls. They serve as the primary contact to conference sponsors and give appropriate information to various departments across campus. Conference Liaisons will assist any conferences or groups in reserving classroom, recreation, meeting, or campus spaces as needed.

Conference Liaisons work with conference sponsors to prepare room rosters, create bills, reserve rooms, and disperse information. All Conference Liaisons must serve in in a rotating on-call schedule to handle any issues that arise in the evening hours and must stay overnight on campus when on-call. Housing Services is a 24-hour, 7-days a week operation; Conference Liaisons will work between 30 and 40 hours each week, including some weekends based on their assigned groups.

Housing Services Summer Operations

Responsibilities

Customer Service
- Respond to phone, email, and walk-in inquiries received by the Housing Services Desk – including conference guests, current and prospective students, parents, campus partners, and others
- Provide excellent customer service in responding to concerns and questions
  - Develop strong knowledge of the residential occupancy and conference processes and communications, and commonly asked questions
  - Develop deep understanding of other campus partners – including Dining Services, Maintenance, Housekeeping, and HokiePassport– to make appropriate referrals as needed
  - Serve as point of contact for students seeking after hours assistance for Facilities and Housing Services operations
  - Serve as central dispatch for emergency maintenance and housekeeping after hours; make call outs as appropriate; track incidents to completion
- Elevate concerns to Assistant Directors for Housing Services and/or Facilities leadership as appropriate
Desk Management
- Sign-in, organize, and sign-out all guest mail
- Perform accurate check-in and check-out of conference and camp guests
- Tag and return all lost and found items from conference guests
- Develop competency with StarRez; HokieServ; CSGold; Maxient; and other software utilized by the department
- Complete general office tasks in a timely manner, such as making deliveries to campus departments, checking departmental voicemail, or making calls to follow-up on concerns

On-Call Response:
- Serve in a nightly on-call duty rotation throughout the summer, staying on campus in a provided room during the on-call period
Conference Preparations
- Ensure rooms are set for guests’ arrival and assist with inspections upon departure
- Count, distribute, and collect linen for conferences that request them
- Distribute amenities to rooms prior to guest check-in
Commencement Housing Operations (May 10 – May 15)
- Assist with all aspects of Commencement Housing
  - Students who are graduating in Spring 2023 may be excused from Commencement Housing responsibilities with permission from Assistant Director for Conference Services and Operations
- Complete room preparation prior to guest arrival
- Assist with check-in and check-out of Commencement Housing guests
- Assist with closing down of Commencement Housing desk
Hokie Helpers (August 9 – August 20)
- Help set-up move-in tents and carts
- Staff tents as assigned
- Assist with cart collection and lock-up each night
- Provide other operational support to ensure a smooth and welcoming move-in experience for residents arriving to campus for Fall 2023

Housing Services Summer Operations staff may assist with other duties as assigned by supervisors.

Requirements

Required Time Commitments:
- Staff Training:
  - April 18, 2023 (Evening Training)
  - May 15 – May 18, 2023
- Summer Operations:
  - May 11 – August 20, 2023
  - Work 20 – 40 hours weekly during the summer operations period
- Staff Meetings:
  - Weekly on Wednesday at 10:00am
Required Skills:
- Maintain a warm and friendly demeanor at all times
- Be detailed and task-oriented
- Ability to learn and use new software programs quickly
- Follow all cash handling policies and procedures
- Excellent communication and interpersonal skills
- Ability to work independently as well as in a team
- Proficiency in Microsoft Office software

Benefits

On-campus housing, if needed
10 meals per week dining allowance on campus

Housing Services Summer Operations staff are responsible for assisting with all functions of the Housing Services department, including residential occupancy and conference operations. Housing Services is a 24-hour, 7-days a week operation; Summer Operations staff provide both support to students and conference guests around the clock in six-hour shifts. Staff gain experience in all aspects of our operation from contracting, assignments, and billing to facilities set-up, room preparation, and emergency response. All staff members must work between 20 and 40 hours each week.

Housing Services Desk Assistant

Responsibilities

Customer Service
- Respond to phone, email, and walk-in inquiries received by the Housing Services Desk – including conference guests, current and prospective students, parents, campus partners, and others
- Provide excellent customer service in responding to concerns and questions
  - Develop strong knowledge of the residential communities, Housing Services processes and communications, and commonly asked questions
  - Develop deep understanding of other campus partners – including Dining Services, Maintenance, Housekeeping, and Hokie Passport– to make appropriate referrals as needed
- Serve as point of contact for students seeking after hours assistance for Facilities, Housing Services, and Residential Well-being operations
  - Serve as central dispatch for emergency maintenance and housekeeping after hours; make call outs as appropriate; track incidents to completion
  - Connect students with appropriate on-call staff for Residential Well-being or Housing Services to address emergent concerns.
- Elevate concerns to Assistant Directors for Housing Services and/or Facilities leadership as appropriate
Administrative Support
- Complete administrative tasks in support of assignment and billing operations
- Complete general office tasks in a timely manner, such as making deliveries to campus departments, checking departmental voicemail, or making calls to follow-up on concerns
- Develop competency with StarRez; HokieServ; CSGold; Maxient; and other software utilized by the department
- Serve as a student representative on the Contract Review Committee
- Assist with sign-in, organization, and sign-out all summer conference guest mail
Operations Support
- Assist with set up and take down for big departmental events such as move-in, visitor weekends, etc.
- Desk staff may be asked to help campus partners during peak times for those departments

Housing Services Desk Assistants may assist with other duties as assigned by supervisors.

Requirements

Required Time Commitments:
- Desk staff generally work between 10 and 15 hours weekly during the academic year (fall and spring semesters) and may work up to 30-40 hours weekly during the summer. Weekly time commitment may vary depending on staffing levels and needs of the department.
- Summer 2023 Employment:
  - Start Date: No later than May 11, 2023
  - End Date: August 20, 2023
- Academic Year 2023-2024 Employment:
  - Start Date: No later than August 7, 2023
  - Desk Assistants are expected to assist with coverage during break periods. Staff work with supervisors to determine their specific schedule during these periods. Travel plans should not be made until break scheduling is determined:
    - Fall Break: TBD by the University
    - Thanksgiving Break: November 18 - 26, 2023
    - Winter Break: Student staff coverage will extend through December 22, 2023 and resume no later than January 8, 2024
    - Spring Break: March 2 – 10, 2024
  - End Date: May 12, 2024
Required Skills:
- Maintain a warm and friendly demeanor at all times
- Be detailed and task-oriented
- Ability to learn and use new software programs quickly
- Follow all cash handling policies and procedures
- Excellent communication and interpersonal skills
- Ability to work independently as well as in a team
- Proficiency in Microsoft Office software

Housing Services Desk Assistants provide support to the Housing Services desk through strong customer service skills, referral to appropriate campus and community resources, and care and concern for residential student well-being. Housing Services is a 24-hour, 7-days a week operation; Desk Assistants staff provide support to students, families, campus partners, and conference guests between 6 a.m. and midnight. Desk Assistants gain experience in all aspects of our operation including academic year occupancy management and summer conferences.