Event & Registration Services Student Positions
We are the planners and facilitators of almost all campus events, and we know what works when, where, and how.
We employ students year-round with a preference for anyone that can work through the Summer.
Typical Work Schedule: 10-15 hours/week during academic year. 35-40 hours per week during summer. Early morning, night and weekend shifts will be required depending on conference schedules.
Our Summer positions begin just after Commencement and run through August. During this time your work schedule must consist of at least 35 hours per week. The work schedule will not allow for summer classes to be taken, other jobs or internships. In general the summer work schedule will not allow for more than 3 days off in a row. Requests for any time off will need to be approved in advance.
Example Positions:
Conference Coordinator
Job Title: Events & Conferences Conference Coordinator
Overall Responsibilities:
Conference Coordinators are responsible for working directly with internal and external clients to assist in the planning, contractual, logistical, and on-site needs. Coordinators will have office hours at Events & Conferences and will assist with general administrative duties. In addition, coordinators will provide support to the Event Services staff with their events.
Principal Duties:
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- Serve as a representative of Events & Conferences to our summer housing and private event clients.
- Prepare contracts and necessary paperwork including all steps of invoicing, billing and collecting payment.
- Collect, organize and distribute information from the client such as room lists and dining counts.
- Coordinate logistical needs with various campus service departments such as Catering or Parking.
- Facilitate post-conference client surveys and create event recap notes.
- Provide on-site coverage at a variety of social functions and conferences to include:
– Ensuring conference and meeting locations are set and prepared according to client requirements.
– Verifying on-time and accurate delivery of food and beverage at catered events.
– Verifying that necessary A/V equipment is functioning and ready.
– Assisting with program arrival and departures at residence halls.
– Delivering materials or equipment to event locations.
– Proactively responding to needs and requests of clients and guests.
Qualifications:
- Currently enrolled as a Boston University undergraduate student. Preference will be given to someone that is hoping to pursue a career in event/conference planning.
- Knowledge of the hospitality field as well as previous work experience in food & beverage, customer service, or hospitality.
- Must have valid US driver’s license with clean driving record.
- Ideal candidate will have attention to detail, excellent written and verbal communication, ability to problem-solve and demonstrate good judgement, excellent customer service skills, and professional demeanor.
- Flexibility to adapt to changing responsibilities depending on the particulars of the event/conference.
- Proficiency working in Excel to create/update spreadsheets.
- Must be able to stand for long periods and lift at least 25 pounds.
E & C will provide a uniform shirt and name tag. Dress will be determined by work assigned for that day but should be either the uniform shirt or business casual. A name tag must be worn anytime you are in a residence hall or providing event coverage.
Interested applicants should email their resume and a letter explaining why you should be considered for a position.
Download Conference Coordinator job description.
Conference Assistant
Job Title: Events & Conferences Conference Assistant
Overall Responsibilities:
Conference Assistants have office hours at Events & Conferences to assist with administrative duties. Most work hours fall Monday-Friday between 9 am and 5 pm; however, schedule will often fluctuate based on event/conference schedule (nights and weekends are required).
Conference Assistants also work with the professional staff in Events & Conferences to provide onsite coverage and support for events, conferences and housing check-ins. In addition, assistants may have the opportunity to work directly with clients to assist in the planning, contractal, logistical, and on-site needs of their conference.
Principal Duties:
- Serve as a representative of the department to our summer housing and private event clients.
- Be available to prepare contracts and necessary paperwork as well as collect, organize, and distribute information from clients such as room lists and dining counts.
- Provide on-site coverage at a variety of social functions and conferences both as a face to face contact for clients but also to facilitate Catering, A/V, set-up and other needs. Specifically:
- – Ensure all conference and meeting locations are set and prepared according to client requirements.
– Verify on-time and accurate delivery of food and beverage at catered events.
– Verify that necessary A/V equipment is functioning and ready.
– Assist with program arrival and departures at residence halls.
– Deliver materials or equipment to event locations.
– Proactively respond to needs and requests of clients and guests. - Assist with general administrative duties or special office projects such as updating spreadsheets answering phones/ emails, taking event inquiries, updating Excel documents and other databases
Qualifications:
- Currently enrolled as a Boston University undergraduate student.
- Knowledge of the hospitality field as well as previous work experience in food/beverage, customer service, or hospitality.
- Ideal candidates will have attention to detail, ability to problem-solve and think on one’s feet, excellent customer service skills and a professional demeanor. Dependability and flexibility to adapt to changing responsibilities depending on the particulars of the event/conference.
- Experience working in Excel to create/update spreadsheets is a plus.
- Must have valid US driver’s license with clean driving record.
- Must be able to stand for long periods and lift 25 pounds.
E & C will provide a uniform shirt and name tag. Dress will be determined by work assigned for that day but should be either the uniform shirt or business casual. A name tag must be worn anytime you are in a residence hall or providing event coverage.
Interested applicants should email their resume and a letter explaining why you should be considered for a position.
Download Conference Assistant job description.
Registration Services Assistant
Job Title: Events & Conferences Registration Services Assistant
Overall Responsibilites:
Registration Services Assistants work with the professional staff in Events & Conferences to provide technical and customer service support. This position will also provide onsite client support during conference and event registrations. This is a heavily customer-focused position.
Key Duties:
- Create and maintain registration sites on Eventbrite
- Work with clients to cancel, modify or add registrations as requested
- Run reports in Excel and format to present to clients
- Use Excel to create room lists for overnight rooms
- Manage an email inbox of all questions, inquiries and issues related to registrations
- Provide excellent customer service over the phone, email and in-person
- Clearly communicate with other E & C staff to avoid duplication of efforts and miscommunications to customers
Qualifications:
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- Enrolled as a Boston University student
- Excellent oral and written communication
- Highly motivated and able to work independently but not afraid to ask questions or offer ideas and suggestions
- Interest and enthusiasm for technical projects
- Previous customer service experience
- Dependable, flexible and enthusiastic about working with people
- Professional demeanor with the ability to remain calm under pressure and busy times
- Driver’s license and clean driving record (preferred)
- Extra consideration will be given to candidates that have experience in the behind-the-scenes aspects of conference/event planning and/or marketing experience
E&C will provide a uniform shirt. Dress will be determined by work assigned for that day, but should be either the uniform shirt or business casual.
Interested applicants should email their resume and a letter explaining why you should be considered for a position.