Service Desk 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.)
Minimum Qualifications: 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.
Preferred Qualifications: Preferred: Some college education Customer service, Event Management, Clerical Services Physical Requirements and/or Unusual Work Hours: All employees of Conference Services: Ability to lift/push/pull 25-45 pounds. Ability to stand for extended periods of time. Special Message to Applicants:
Thank you for your interest in this position. The screening and selection process is currently underway and will continue until a successful candidate is chosen. Should review of your qualifications result in a decision to pursue your candidacy, you will be contacted. EEO Statement Villanova is a Catholic university sponsored by the Augustinian order. Diversity and inclusion have been and will continue to be an integral component of Villanova University’s mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University’s mission and values. Posting Date: 01/16/2025 Closing Date (11:59pm ET): Salary Posting Information: Commensurate with experience Job Classification: non-exempt Supplemental Questions
Do you have questions about the application process? If so, please refer to the Applicant FAQ’s.
Posting Details (Default Section) Posting Number: 20250594T Position Title: Service Desk Assistant Position Type: Temp/Intern Location: Villanova, PA Work Schedule: temporary Approximate Number of Hours per Week 20-40 Department: 508-Office of Conference Services Position 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. Duties and Responsibilities: • 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.)
Minimum Qualifications: 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.
Preferred Qualifications: Preferred: Some college education Customer service, Event Management, Clerical Services Physical Requirements and/or Unusual Work Hours: All employees of Conference Services: Ability to lift/push/pull 25-45 pounds. Ability to stand for extended periods of time. Special Message to Applicants:
Thank you for your interest in this position. The screening and selection process is currently underway and will continue until a successful candidate is chosen. Should review of your qualifications result in a decision to pursue your candidacy, you will be contacted. EEO Statement Villanova is a Catholic university sponsored by the Augustinian order. Diversity and inclusion have been and will continue to be an integral component of Villanova University’s mission. The University is an Equal Opportunity/Affirmative Action employer and seeks candidates who understand, respect and can contribute to the University’s mission and values. Posting Date: 01/16/2025 Closing Date (11:59pm ET): Salary Posting Information: Commensurate with experience Job Classification: non-exempt Supplemental Questions
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* Are you currently enrolled as a college student? Yes No Documents needed to complete your application: Required Documents Resume / Curriculum Vitae Optional Documents Cover Letter / Letter of Interest Letters of Reference (uploaded by applicant)
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