Conference Supervisors are responsible for assisting with the planning for our upcoming 2027 summer conference season, as well as with the supervision of the summer conference operations team, coordination of event-related logistics, day-to-day operational tasks, information management, and record keeping in the conference software program StarRez. They will provide exceptional customer service and perform tasks related to summer programs including client communications, rosters, key and dining card management, room inspections, linen distribution if needed, and other relevant tasks. Conference Supervisors will also assist with the recruitment, hiring and training of our summer student team. They will lead and motivate that team throughout the summer and will be responsible for delegating work both in the office and out in the field. Conference Supervisors report to the Conference Operations Manager and Director of Conferences. This position is an office role during the spring semester but will also require time spent in our residential areas during the summer. Because our office is open 7 days a week from mid-May to mid-August, Conference Supervisors will be required to work a flexible hourly schedule, which will include assigned weekend rotations, some evenings and possibly holidays.
Qualifications:
- Must be a full-time UVA undergraduate student in good standing.
- Previous leadership experience is highly preferred.
- Ability to work as a member of a team, motivate others and hold peers accountable.
- Strong customer service, prioritization, and organizational skills required, along with demonstrated close attention to detail.
- Self-motivated with capacity for self-directed work and problem-solving abilities.
- Flexible, adaptable, and able to work in a fast-paced environment.
- Ability to use word processing, spreadsheets, e-mail, and other software.
- May be required to lift up to 25 pounds.
- A valid U.S. Driver’s License with positive point balance preferred.
Conditions of Employment:
- The Conference Supervisor is expected to work an average of 8 hours per week during the spring semester, starting Monday, February 8, 2027.
- Beginning Saturday, May 15 through Monday, August 9, 2027, the Conference Supervisor will be expected to work an average of 35 hours per week.
- The Conference Supervisor will be expected to participate in mandatory training on Saturday, May 15 and Monday, May 17.
- The Conference Supervisor must commit to the entire spring and summer season, including the last week of summer (August 2 – August 9).
- The Conference Supervisor must commit to a flexible work schedule, with summer hours expected to include some weekends, some evenings, and possibly holidays.
- The Conference Supervisor may not have other commitments that interfere with their ability to perform the responsibilities of the position.
- Time off must be pre-approved and is at the discretion of professional staff.
- There will be no time off granted during the first and last week of employment.
Primary Responsibilities:
Information Management Duties:
- Manage information in StarRez housing software, ensuring accurate guest data entry and continued maintenance of accurate client records for billing purposes.
- Communicate with clients to ensure timely receipt of rosters, guarantees and other documentation.
- Work with service partners to ensure dining needs and special requests are met, and facilities issues are addressed.
Operational & Supervisory Duties:
- Supervise conference staff in preparing for conference group arrivals and departures.
- Obtain and print rosters, labels, signage, and other program-related materials.
- Manage linen inventory and lead and participate in its distribution as events require it.
- Schedule, oversee, and participate in building inspections prior to and post conferences.
- Organize staff transportation to and from check-in/out locations.
- Coach, mentor, motivate, and support Conference Assistants in daily activities through example by active participation.
- Participate in the summer staff hiring process by recruiting candidates, reviewing applications, interviewing and selection. Assist in the development and delivery of team member training.
- Understand, comply with, and uphold University and Conferences@UVA operating procedures, policies, and philosophies.
- Participate in regular weekly planning meetings with the leadership team and full team.
- Collaborate with other Conference Supervisors to coordinate daily operations, identify needs, resolve issues, and ensure communication and follow-through.
- Serve as the primary Supervisor on Duty during assigned shifts, providing overall operational oversight, delegate work to Conference Assistants and respond to issues.
- Other duties as assigned.
Customer Service:
- Serve as a conference expert for an assigned number of summer conference programs, working in tandem with professional staff to provide exceptional customer service to clients and guests, and ensuring proper record keeping of bed-nights and services for billing purposes.
- Addressing client issues and concerns, and problem-solving as needed.
- Work with assigned clients to obtain event details and ensure the successful execution of their programs through clear communication and delegation to team members.
Position Compensation:
Conference Supervisors are paid an hourly wage of $16.00 per hour during the spring semester, and $17.00 per hour during the summer.
They are also provided with free summer housing with access to kitchen facilities throughout the duration of their employment from May 29 – August 8 if needed. All residential facilities are smoke-free. Internet and utilities are provided. Washer/dryer units are available in the residence area, and staff are responsible for paying for their own laundry. All staff must provide their own linen, dishes, pots, pans, and other basic housewares during their stay. Successful applicants who do not opt for on-Grounds accommodations will not receive additional compensation in place of lodging.
The University of Virginia is an equal opportunity employer. All interested persons are encouraged to apply, including veterans and individuals with disabilities. Learn more about UVA’s commitment to non-discrimination and equal opportunity employment.
