NWS - Summer Operations Assistant

Summer Operations Assistant

Position: NWS Summer Operations Assistant

Location: Pacific University Forest Grove Oregon

Department: Conferences & Events

Preferred Application Deadline: March 31

Position Summary: 

The Summer Operations Assistants are integral to the daily management, leadership, and operations of camps, conferences, and events at Pacific University. They assist with conference and event preparations, facilities management, administrative tasks, and guest relations. This position is designed to provide opportunities to hone customer service skills, team development, peer leadership and support, and program administration and execution. What we are looking for are hardworking, enthusiastic team players to join our fun dynamic team. 

COMPENSATION

• $15.95/hour
  • Increase July 1 TBD
• Employment Period: May 19, 2025 - August 3, 2025
• Training - End of April and end of May, date TBD **this is mandatory
• Free Summer Housing during employment period
  • Private room in the designated summer residence hall
• Additional Paid Opportunities at minimum wage:
  • May Commencement - May 17
  • August Commencement - August 9
  • Convocation - August 22
  • Short-Term Housing/Office Tasks - August 7-29

Dates of Availability & Schedule:

• Training: dates anticipated towards the end of April and end of May
• Consistent availability from Monday, May 19 – Sunday, August 3
  • Required to take 7 unpaid days off during the summer, in addition to the following unpaid holidays; Memorial Day, Juneteenth, and Independence Day.
• Weekly team meetings: Tuesdays from June 4 – August 3
• Mandatory Working Days: May 27-30, July 20, July 30-31
• Summer Conferences and Events begin in mid-May and run through late July. 
• Hours are based on client needs and will fluctuate weekly. This includes early mornings, midday, evenings, and weekends.  

For any unexpected absences, The Summer Operations Assistant is expected to ensure their shift is covered in advance for any work dates they will be out of the office. When utilizing one of the 7 unpaid days off, those requests need to be submitted at least 2 weeks in advance for approval. 

If you are interested in applying and have any potential conflicts with the dates above please reach out to Samantha.losli@pacificu.edu). 

ESSENTIAL JOB FUNCTIONS OF THE POSITION
Responsibilities include, but are not limited to the following:

General Expectations

• Develop and maintain ongoing professional relationships with fellow staff.
• Demonstrate a positive attitude and commitment toward teamwork and community building.
• Provide direction, instruction, and leadership to fellow staff members during guest check-in/check-out periods.
• Be prepared to assist fellow staff in completing assignments and meeting deadlines as needed.
• Attend weekly staff meetings and participate in staff activities as directed.
• Participate in scheduled desk shifts and on-call duty/nightly rounds.
• Communicate with supervisor(s) when needing support or guidance.
• Perform other duties as assigned by supervisor(s).

Customer Service

• Assist conference and event guests with all campus procedures, included but not limited to, check-in/check-out procedures, dining, classrooms, facility use, etc. 
• Serve as an information resource for conference guests.
  • Treat all conference guests respectfully and efficiently.
  • Follow up on guest concerns and questions in a courteous and timely manner.

Guest Relations

• Demonstrate initiative in greeting conference guests during their stay on campus.
• Develop and maintain on-going professional relationships with conference and event guests.
• Respond to negative conduct from individuals through appropriate channels.
• Confirm that residence hall(s) are ready for group check-in (i.e. appropriate signage posted, desk materials set, rooms prepared, etc).
• Communicate suggestions and make recommendations to the immediate supervisor when appropriate.

Facilities Management

• Prepare rooms and provide housekeeping services. 
  • Distribute new linens, toiletries, informational materials, etc.
  • Complete room checks before and after guest stay.
  • Address minor concerns when possible; report maintenance and housekeeping issues. 
  • Assess, report, and follow up on damage to guest rooms, hallways, and community areas.
• Assist preparing key packets before and inventory of all keys following each conference.
• Monitor inventory and report supply order needs, before they run out. 
• Assist with the common area set up and tear down for check-ins, check-outs, and special requests.

MINIMUM QUALIFICATIONS

• Must be enrolled in classes for the Fall 2025 semester.
• Must have a 2.5 GPA at the end of Fall 2024.
• Must be in good conduct standing and financial standing with the university. 
• Must be able to work 40 hours per week (requires varied hours and days of the week).
• The Student Affairs Lead Operations Specialist must approve:
  • Any other employment.
  • All vacations and multiple days away.
• Must be on campus during your shift. Does not offer remote work.
• Positive attitude; team player.
• Strong interpersonal communication skills.
• Able to focus and follow through on assigned tasks. 
• Ability to take initiative and problem solve.

PREFERRED QUALIFICATIONS

• Capacity to work independently, self motivated and willing to ask questions.
• Ability to positively represent the university, especially with community and external groups.
• Organizational skills and attention to detail.
• Demonstration of appropriate confidentiality.
• Excellent interpersonal skills; ability to work in a team environment and interact positively with the community and external groups. 
• Basic computer and technology skills.
• Capability to lift and move at least 40lbs.
• Positive attitude and good sense of humor.
• Support equity, diversity and inclusion. 

If you have any questions regarding this job description please reach out to Samantha Losli, Student Affairs Lead Operations Specialist at Samantha.losli@pacificu.edu.