General Office Assistant
Villanova University
Posting Details
• Prepare registration materials (including room assignments, wildcard, keys, etc.) in advance of group arrivals and staff scheduled registration activity as well as after-hours registration as assigned.
• Keep the work place, storage space and equipment clean and orderly. Create a favorable impression about the services and facilities available to guests.
• Track and sort returned Residence Hall keys as assigned; ensure that all keys are accounted for at all times.
• Serve as resource to and liaison between clients, Conference Services Staff, and VU service providers (Facilities, Connelly Center, etc)
• Assist the Assistant Director of Conference Services and the Assistant Director of Reservations in the day-to-day operation of the Office of Conference Services, including staff scheduling and time clock functionality.
• Communicate regularly with guests – solicit information from guests about problems. Follow up with resolutions to problems or follow up with appropriate department if necessary. Prepare incident reports on a timely basis.
• Attend training activities and staff meetings as scheduled.
• When on duty for night shift, conduct nightly rounds of all buildings occupied by Conference Services groups and respond to guest requests.
• Data entry and reporting, using Conference Programmer Software, as assigned by Administrative Staff.
• Manage the check-in and check-out processes for groups according to prescribed procedures from the Conference Services Desk location as well as from remote locations in the Central and West Campus areas.
• With shift Leaders, maintain inventories of Galberry Hall storage throughout the summer and submit order requests as needed.
• Launder and iron the OCS tablecloths.
• Manage staff cell phone storage, use and inventory.
• Manage mail services for the Intern Housing clients. Process incoming mail/packages and pick up by the interns.
• Responsible for the security of the Service Desk.
• Farley fitness center staffing as assigned during Conference Services hours, Monday to Friday only.
• Preparation for the conference season and breakdown at the end of the season, as needed, to include: unloading/loading trucks, set up/breakdown of buildings, distribution/collection of OCS amenities, and any other tasks assigned.
• Responsible for Conference Assistant work as needed.
• Participate in pre/post-season apartment and dorm room assessments and complete all necessary paperwork.
• May be needed to drive a van and/or golf cart and box truck (which requires no special license, but training will be provided.)
Additional Information: Preferred driver’s License with a good driving record and no traffic violations. Must be able to meet and maintain VU driving privileges as outlined by Villanova’s Risk Management’s Motor Vehicle Record Policy for Driver’s of University Vehicles. Solid work ethic, can perform manual labor, have hospitality industry/customer service skills and experience, and a demonstrated ability to interact/work well with others. Excellent verbal and interpersonal skills and a strong commitment to customer service. Physical Demands Summary: All employees of Conference Services: must be able to lift/push/pull 35-50 pounds
Wage Rate: $10.00 per hour Posting Detail Information Closing Date (11:59pm ET): Open Until Filled Yes Posting Specific Questions
Do you have questions about the application process? If so, please refer to the Applicant FAQ’s.
Position Information Posting Number: 20255374V Position Title: General Office Assistant Posting Type Student Hours/week: 25-40 Eligibility: Work study preferred but open to all students Semester 2025 Summer Location Galberry Hall Detailed Work Schedule 25-40 hours a week Number of positions: 2-3 Department: 508-Office of Conference Services Contact Name: Kathleen Sinnott Contact Phone/Extension: 610-519-7895 Position Summary Information Job Description Summary: During the summer months, the Office of Conference Services (OCS) employes Service Desk Assistants (SDA) to work with operations and reservations functions for conference, camp and guest groups using Villanova’s meeting, dining, housing, catering, and recreation facilities. A Service Desk Assistant’s main duties will revolve around working at and managing the Service Desk operations in Galberry Hall. Service Desk Assistants will also work with the Conference Manager (CM) and Conference Assistants (Cas) in the preparation and maintenance of housing and meeting accommodations for the guest groups and registration services.Service Desk Assistants will function within four areas of service activity: Service Desk, operations, reservations, and scheduling staff/time clock. Requirements: • Staff the Conference Service Desk on a scheduled basis, answer the phone and assist guests according to need (collect and hand out linens, towels, soap and the like, provide campus and local information, assist with lock-outs, process maintenance requests, prepare and process walk-through and assessment sheets, lost & found, intern mail, and perform all clerical tasks).• Prepare registration materials (including room assignments, wildcard, keys, etc.) in advance of group arrivals and staff scheduled registration activity as well as after-hours registration as assigned.
• Keep the work place, storage space and equipment clean and orderly. Create a favorable impression about the services and facilities available to guests.
• Track and sort returned Residence Hall keys as assigned; ensure that all keys are accounted for at all times.
• Serve as resource to and liaison between clients, Conference Services Staff, and VU service providers (Facilities, Connelly Center, etc)
• Assist the Assistant Director of Conference Services and the Assistant Director of Reservations in the day-to-day operation of the Office of Conference Services, including staff scheduling and time clock functionality.
• Communicate regularly with guests – solicit information from guests about problems. Follow up with resolutions to problems or follow up with appropriate department if necessary. Prepare incident reports on a timely basis.
• Attend training activities and staff meetings as scheduled.
• When on duty for night shift, conduct nightly rounds of all buildings occupied by Conference Services groups and respond to guest requests.
• Data entry and reporting, using Conference Programmer Software, as assigned by Administrative Staff.
• Manage the check-in and check-out processes for groups according to prescribed procedures from the Conference Services Desk location as well as from remote locations in the Central and West Campus areas.
• With shift Leaders, maintain inventories of Galberry Hall storage throughout the summer and submit order requests as needed.
• Launder and iron the OCS tablecloths.
• Manage staff cell phone storage, use and inventory.
• Manage mail services for the Intern Housing clients. Process incoming mail/packages and pick up by the interns.
• Responsible for the security of the Service Desk.
• Farley fitness center staffing as assigned during Conference Services hours, Monday to Friday only.
• Preparation for the conference season and breakdown at the end of the season, as needed, to include: unloading/loading trucks, set up/breakdown of buildings, distribution/collection of OCS amenities, and any other tasks assigned.
• Responsible for Conference Assistant work as needed.
• Participate in pre/post-season apartment and dorm room assessments and complete all necessary paperwork.
• May be needed to drive a van and/or golf cart and box truck (which requires no special license, but training will be provided.)
Additional Information: Preferred driver’s License with a good driving record and no traffic violations. Must be able to meet and maintain VU driving privileges as outlined by Villanova’s Risk Management’s Motor Vehicle Record Policy for Driver’s of University Vehicles. Solid work ethic, can perform manual labor, have hospitality industry/customer service skills and experience, and a demonstrated ability to interact/work well with others. Excellent verbal and interpersonal skills and a strong commitment to customer service. Physical Demands Summary: All employees of Conference Services: must be able to lift/push/pull 35-50 pounds
Wage Rate: $10.00 per hour Posting Detail Information Closing Date (11:59pm ET): Open Until Filled Yes Posting Specific Questions
Required fields are indicated with an asterisk (*).
* Are you currently a registered Villanova student? Yes No * Are you eligible for work study? Yes No I don't know * Have you ever worked on campus before? If “Y”, what department and semester/year?(Open Ended Question)
* What is your availability (days, times)?(Open Ended Question)
* Do you have a valid driver's license? Yes No Optional Applicant Documents: Required Documents Resume / Curriculum Vitae Optional Documents Cover Letter / Letter of Interest Letters of Reference (uploaded by applicant)
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