Summer Conference Aide

Date: 03/05/2012 Office/Department: Conferences and Events
Starting Wage: $9.04 Supervisor: Becky O'Connell-Osborn
Openings: No Department Head: Barbara Maxwell


Position Description

Office/Department: Conferences & Events

Supervisors: Director of Conference and Events

Department Head: Associate Dean of Students


NATURE OF EMPLOYMENT: The Conferences and Events Office arranges campus space and services for college sponsored events and campus rentals.  During the summer, approximately seven Conference Aides are hired to provide quality customer service.  Conference Aides are expected to be flexible in their work assignments and will be asked to perform a wide range of job duties, from office work to intense cleaning.  Conference Aides are expected to be professional and approachable in all aspects of the job.



  • Housekeeping (including regular custodial duties such as garbage collection, vacuuming, deep cleaning, etc.)
  • Registration desk support, including check-in and check-out for guests and assistance with personal belongings
  • Residence hall preparation, including delivering linens and preparing beds
  • Facility preparation, including moving and set up of tables and chairs and stage assembly/disassembly
  • Supervision of residence halls and event sites
  • Audio/visual set up and support
  • General maintenance
  • Office operations
  • Van driving/shuttle services
  • Special assignments and general assistance as needed



DURATION: Positions are offered from May 20 through approximately August 27, 2012. Additional work is available for students who wish to work through the start of classes.  Training hours will be required before May 20 and work includes Commencement Day.


RATE OF PAY: All first-year employees will be paid Washington State minimum wage ($9.04 as of 01/01/2012) for hours worked.  Staff will share equally in the distribution of available work.


WORK SCHEDULE: Labor hours will vary daily and employment will include work on Saturdays and Sundays.  Employees will be scheduled for shifts that do not fall within the normal 8 a.m.-5 p.m. time period.  Employee's work schedules may be adjusted within any week.


OTHER COMPENSATION: Employees will receive housing during the period of employment and meals in the Prentiss Dining Hall when meals are served to conference groups.  This benefit carries the expectation of ensuring the proper use and respect of the College property and regulations by campus guests.  (Conference Aides are strongly encouraged to live on-campus as part of employment.)



  • As a first-year conference aide, you must be continuing your education at Whitman in the Fall of 2012
  • Be able to effectively communicate (verbally) with staff and customers
  • Be able to work independently and as part of a team
  • Be able to work with diverse people in a variety of often tense or difficult situations
  • Possess a positive work attitude and project a  professional appearance
  • Be able to cope with diversified responsibility
  • Be able to perform a variety of physical tasks such as lifting and walking.  Requirements vary with the type of work area assigned.
  • Because of the nature of this job, additional employment should be discussed with the Director of Conferences and Events.  Pay from other departments will be subject to overtime rates because conference aides are paid for 40 hours per week.  Your other employer will be responsible for overtime pay—check with them for their approval.
  • Your Whitman employment includes important responsibilities and requires careful consideration with any personal, family, or community schedules.



STAFF TRAINING: You will be required to attend all sessions designated as training functions.


STAFF DEVELOPMENT: Opportunities planned to improve staff interaction, enhance communication, infuse energy, and re-establish enthusiasm will be offered to benefit all.  Your participation is encouraged.


EVALUATION: Work attitude, staff interaction, maintaining of work schedule, and task performance will be periodically reviewed.  Evaluation counseling will be performed as necessary.

The deadline to apply for the Housing/Facilities Coordinator Application

****Do Not fill out the button at the bottom of this job description that says "Apply for this job" but print out the application following this job description.

Summer Employment





EXT. OR PHONE NUMBER:__________________________________________________________________________

CLASS STANDING FOR NEXT ACADEMIC YEAR:                                                             SOPH.       JR.       SR.


Will this be your only summer employment?              YES        NO

Note:  see job description regarding other employment.

On the back side of this page or on another piece of paper (please type or use computer):

1.        List former and present extracurricular activities indicating leadership roles, offices held, and honors received in college.


2.        List in chronological order your work experience to date, including part-time and summer positions.  List nature or type

          of work.


3.        Work experiences skills, or talents have you that would benefit you as a conference aide?


4.        Why are you applying for this position?


5.        Reference:  Two names of references from College staff, faculty, or recent employers (prefer people froom the Whitman  

           Community) should be listed.  Include name, phone number, and mailing address (if applicable).

           Please do not use student as reference.


I have read the job description and understand the responsibilities of the conference aide/coordinator position for which I am applying.  If selected for a position, I am willing to accept those responsibilities and to work the entire work period.


This application should be attached to the page with your answers to the questions listed above.  Please keep the copy of the job description and return the application to the Conferences & Events Office (Reid Campus Center Office) by 5:00 p.m. on Wednesday, April 4, 2012.

Questions? Please contact Becky O'Connell, reid Campus Center, Room 202, 527-5251 or