Conference Service Desk Manager

Villanova University, United States

Updated: 2 days ago
Location: Villanova, PENNSYLVANIA
Deadline: ;

Posting Details

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Posting Details (Default Section)


Posting Number: 20260007T
Position Title: Conference Service Desk Manager
Position Type: Temp/Intern
Location: Villanova, PA
Work Schedule: temporary
Approximate Number of Hours per Week 25-40
Department: 508-Office of Conference Services
Position Summary:
During the summer months, the Office of Conference Services (OCS) employs a student Service Desk Manager to work with operation and reservation functions for conference, camp, and guest groups using Villanova’s meeting, dining, housing, catering and recreation facilities. The Service Desk Manager (SDM) will supervise and work beside the Service Desk Assistants (SDAs) in managing the Service Desk Operations in Galberry Hall.
Please Note: Candidates must be able to work between May 18th-August 7th. Also, each position comes with a housing accommodation and meal plan. Potential hours available past August 7th.
Villanova is a Catholic university sponsored by the Augustinian Order. The University is an equal opportunity employer and seeks candidates who understand, respect and can contribute to the University’s mission and values.
Duties and Responsibilities:
  • Supervise SDA staff to facilitate preparation for the arrival and stay of guest groups.
  • Data entry and reporting, using Conference Programmer Software, as assigned by Administrative Staff.
  • Assist SDA’s in the completion of tasks whenever possible.
  • Work with the CM to assign and distribute tasks to SDA’s and CAs using proprietary Conference Services software, accounting for the number of staff a task requires, which staff is responsible for which task, and the necessary window of time needed for a task.
  • Manage the load of daily tasks per shift, based on when shifts do and do not overlap, using proprietary Conference Services software.
  • Plan, prepare, update, and implement daily/weekly/seasonal operation plans using proprietary Conference Services software.
  • Check in on progress on assigned daily tasks, accounting for work consistency, timeliness, and schedule concerns, and make adjustments (i.e. reassigning a task to another date, reassigning a task to another SDA, assigning another SDA to a task, etc.) using proprietary Conference Services software when and where necessary and possible.
  • Oversee the updating of task log(s) using proprietary Conference Services software to reflect the status of daily, weekly, and seasonal tasks, such as completed, in-progress, unassigned, etc.
  • Assist Pro-Staff with assigning SDAs to weekly shifts and redistributing SDAs from anticipated shifts using proprietary Conference Services software, based on workload, need, flexibility, and requests.
  • Verify tasks are done through full completion, and circling back with SDAs to address any incompletions.
  • Serve as a point of communication for SDAs at all times, including moments of uncertainty, moments of concern, etc.
  • Ensure the SDA’s are communicating with other SDA’s and the CA’s about which tasks were completed and which were incomplete from the previous shift.
  • Communicate with Professional Staff to address any uncertainty about tasks or to relay when assignments are complete.
  • Communicate SDA updates, trends, and concerns to Professional Staff.
  • Staff and facilitate linen deliveries and pickups.
  • Attend daily, weekly, and monthly meetings with Professional Staff, held as needed.
  • Conduct SDA performance evaluations, and managing the overall performance of SDAs, addressing any trends, changes, strengths, and areas of improvement.
  • Engage in and help facilitate staff meetings and training.
  • Host ongoing SDA staff training throughout the duration of the SDM role, addressing any problem areas, and conducting refreshers as needed.
  • Staff the Conference Service Desk on a scheduled basis, answer the telephone and assist guests according to need (collect and hand out linen, 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).
  • Work with the CA’s when needed to facilitate and assist in conducting breakdowns of apartments and dorms, meeting spaces, lounge spaces, and recreation spaces in accordance with Conference Services standards (i.e. collecting bed linens, blankets, towels, lined trash cans, soap, shampoo/conditioner, toilet paper, other assorted room toiletries, tables, chairs, supplies, and other materials).
  • Manage the check-in and check-out processes according to prescribed procedures for different locations on campus, using proprietary Conference Services software.
  • Prepare and monitor all incident reports on a timely basis and keep professional staff looped in on important issues.
  • Oversee the work place, storage space and equipment to ensure it is being kept clean and orderly.
  • Launder and iron the OCS tablecloths.
  • Manage the preparation of registration materials (including room assignments, wildcards, keys, etc.) in advance of group arrivals and scheduled registration activity, as well as after-hours registration as assigned.
  • Manage, track, and log the inventory, organization, and cleanliness of all equipment, all office spaces, and all storage rooms across campus, throughout the duration of the CM role.
  • Take responsibility for assigned major areas of conference operations: key management; motor vehicles; linen inventories/storage areas; table/chair inventory.
  • Make any necessary disciplinary recommendations to Professional Staff, based on performance evaluations of SDAs.
  • Data entry and reporting as assigned by Professional Staff, using proprietary Conference Services software.
  • Communicate regularly with guests. Solicit information from guests about problems. Follow up with resolutions to the problems and/or refer guests to the appropriate department if further follow-up is necessary.
  • Manage the washing and upkeep of trashcans as rooms/buildings are broken down.
  • Manage the regular cleaning and upkeep of golf carts.
  • Be able to drive a box truck (no special license required), training 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: 01/23/2026
    Closing Date (11:59pm ET):
    Salary Posting Information:
    $16.00 per hour
    Job Classification: non-exempt

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