Conference Services Assistant

University of North Carolina Charlotte


<div class="isg-job-description-header”>Job Description

Conference Services Assistant

Please see Special Instructions for more details.

On-Campus Housing is provided (tentatively from 05/18/2026-07/31/2026) and is required to remain in On-Campus Housing for the duration of the position. Must not be taking summer classes. Since the length of the assignment is a maximum of 13 weeks, only one week (up to 40 hours) of unpaid time off is allowed. Additional time off requests must be reviewed and approved by the direct supervisor.
*Temporary staff employees are ineligible to receive benefits (leave, health coverage, State service credit, etc.). They are, however, covered by Worker’s Compensation provisions.
However, any non-permanent employee hired to work 30 or more hours per week for three months or more (cumulative of all positions, and not designated as variable hour worker), must be offered the chance to enroll in the High Deductible Health Plan, within 30 days of their eligibility. Any non-permanent employee hired to work less than 30 hours per week (cumulative of all positions, or designated as variable hour worker – i.e. student workers) are measured during designated measurement periods. If they average 30 or more hours per week over a designated measurement period, they will be offered the chance to enroll in the High Deductible Health Plan, and will be notified of instructions.
*Special Notes Regarding Eligibility for the High Deductible Health Plan
  • Temporary hourly workers (eligibility based on FTE, duration of more than 30 days) FTE .75+ (cumulative of all jobs) or measured full-time, offered the high deductible health insurance
  • Temporary salaried workers (regardless of the FTE, duration of more than 30 days) Reported as full-time & offered the high deductible health insurance
https://hr.charlotte.edu/benefits/benefit-plans/health-insurance

Position Information

General Information

Position Number STMP15
Working Title Conference Services Assistant
Division Student Affairs
Department Student Union Activities & Rec (Adm)
Work Unit Student Affairs VC
Work Location Cone Center
Vacancy Open To All Candidates
Position Designation Non-Student Temporary
Employment Type Temporary – Full-time
Hours per week 40
Work Schedule
Varies, approximately 40 hours per week. Schedule will need to be very flexible and will vary with nights and weekends based on the event schedule.
  • On-Campus Housing is provided (tentatively from 05/18/2026-07/31/2026) and is required to remain in On-Campus Housing for the duration of the position. Must not be taking summer classes. Since the length of the assignment is a maximum of 13 weeks, only one week (up to 40 hours) of unpaid time off is allowed. Additional time off requests must be reviewed and approved by the direct supervisor.
Pay Rate $11.50 per hour
Minimum experience/education
Current college students with a study emphasis in Event Planning, Sport Management, Communications, Hospitality or a related field.
Departmental Preferred Experience, Skills, Training/Education:
  • Display previous work experience in an administrative or customer service capacity.
  • Some experience in event management.
  • High levels of customer service.
  • Above average administrative ability and knowledge of Google Applications including Docs, Sheets along with daily office tasks.
  • Well organized with the ability to prioritize and handle multiple assignments.
  • Ability to work independently and with a team in a fast-paced environment.
  • Excellent written and verbal communication skills.
  • Strong organizational and leadership skills.
  • Time management and multitasking skills.
  • Thorough attention to details and detail-oriented.
  • Dependability in work attendance and performance.
  • Professional image and tidy appearance.
  • Ability to effectively work with a variety of conference groups and attendees of all ages.
Duties and Responsibilities
The Conference Services Assistant acts as the liaison between Conferences, Reservations and Event Services (CRES) department and various summer conference groups and camps. The role of the Conference Services Assistant will encompass the final stages of the pre-planning process, on-site registration and all tasks involved to ensure smooth and successful events. The Conference Services Assistant will be required to facilitate weekly meetings and provide on-site assistance for groups. In addition, they will be required to effectively evaluate each event for future planning.
Day-to-day tasks may include but are not limited to:
  • Calling and/or emailing clients to follow up on needs to meet deadlines.
  • Working within event planning software and scheduling programs such as 25Live and Iris Coordinator.
  • Addressing client’s questions and/or concerns outside of office hours that may arise.
  • Updating databases, spreadsheets and filing and organizing paperwork.
  • Communicating with campus partners including Athletics, Dining, Facilities, Housing, Parking, etc.
  • Checking in on catered meals along with groups eating in dining halls.
  • Ensuring room setups are accurate and appropriate equipment and/or personnel is present before client arrival.
  • Being the point of contact for questions during group check-in and check-outs.
Other Work/Responsibilities
Event Coordination: Assist with event planning and coordination that may include meetings, conferences, camps and special events. Event coverage will include but not limited to checking all required event services and responsibilities, assisting all clients and campus partners with various functions, and troubleshooting/problem-solving during events as required.
Administrative Tasks: Assist with administrative functions of the Conference Services Department, including preparing event summaries, gathering event related invoices, entering data into appropriate event systems, providing event debriefs and follow-ups.
Customer Service: Assist clients and serve as first point of contact during their events on campus and disseminate information to campus partners including Athletics, Dining, Facilities, Housing, Parking, etc.
Conference Assistants also assist with any special project(s) related to the management of contracted events.
Necessary Licenses or Certifications
Proposed Hire Date 05/11/2026
Contact Information
Michael Lang, Associate Director
Michael [email protected]
Expected Length of Assignment 13 weeks
Posting Open Date 12/01/2025
Posting Close Date
Special Notes to Applicants
On-Campus Housing is provided (tentatively from 05/18/2026-07/31/2026) and is required to remain in On-Campus Housing for the duration of the position. Must not be taking summer classes. Since the length of the assignment is a maximum of 13 weeks, only one week (up to 40 hours) of unpaid time off is allowed. Additional time off requests must be reviewed and approved by the direct supervisor.
*Temporary staff employees are ineligible to receive benefits (leave, health coverage, State service credit, etc.). They are, however, covered by Worker’s Compensation provisions.
However, any non-permanent employee hired to work 30 or more hours per week for three months or more (cumulative of all positions, and not designated as variable hour worker), must be offered the chance to enroll in the High Deductible Health Plan, within 30 days of their eligibility. Any non-permanent employee hired to work less than 30 hours per week (cumulative of all positions, or designated as variable hour worker – i.e. student workers) are measured during designated measurement periods. If they average 30 or more hours per week over a designated measurement period, they will be offered the chance to enroll in the High Deductible Health Plan, and will be notified of instructions.
*Special Notes Regarding Eligibility for the High Deductible Health Plan
  • Temporary hourly workers (eligibility based on FTE, duration of more than 30 days) FTE .75+ (cumulative of all jobs) or measured full-time, offered the high deductible health insurance
  • Temporary salaried workers (regardless of the FTE, duration of more than 30 days) Reported as full-time & offered the high deductible health insurance
https://hr.charlotte.edu/benefits/benefit-plans/health-insurance

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. *
    Where did you learn about this posting?

    (Open Ended Question)

  2. *
    How did you hear about this employment opportunity?

    • UNC Charlotte Website
    • HERC Job Board
    • Inside Higher Education
    • Circa (formerly known as Local JobNetwork)
    • Another Website
    • Agency Referral
    • Advertisement/Publication
    • Personal Referral
    • Other
  3. *
    Do you have any conference planning experience? If so, how large were the events and what planning did they entail?

    (Open Ended Question)

  4. *
    What does Customer Service mean to you? Please provide a specific example of when you provided excellent Customer Service.

    (Open Ended Question)

  5. *
    What is your level of Administrative Skills with proficiency in Google software?

    • Beginner
    • Intermediate
    • Advanced

Applicant Documents

Required Documents

  1. Resume / Curriculum Vitae
  2. Cover Letter / Letter of Interest
  3. Contact Information for References

Optional Documents

  1. Unofficial Transcripts
  2. Other Document

The University of North Carolina at Charlotte is an Affirmative Action/Equal Opportunity employer and an ADVANCE Institution that strives to create an academic climate in which the dignity of all individuals is respected and maintained. Women, minorities, veterans, and individuals with disabilities are encouraged to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, protected veteran status, disability, gender identity or sexual orientation.

 

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