Conference & Event Services Intern

Assist with the coordination of the University's diverse event resources!

Conference & Event Services (CES), a unit within Housing & Residential Life (HRL), is seeking a highly motivated, detail-oriented, communicative University of Minnesota student who possesses a passion for event coordination and client service to join our dynamic team. As a key member of CES, the Hospitality Intern will play a crucial role assisting with the coordination of the University's diverse event resources; including residence hall accommodations, meeting room rentals, special event spaces, catering, and parking, for on campus events. The Hospitality Intern assists CES in ensuring the accurate collection of client contact information, answering client questions, managing space rental inquiries and reservations, determining event classifications and keeping workflow documentation up to date.

Furthermore, CES supports the University of Minnesota by assisting in the recruitment and hosting of youth camps and conferences during the summer. This position presents an excellent opportunity to contribute to the institution's growth and enrollment opportunities! We invite you to apply for this unique role that bridges the University with the world of events and opportunities!

Position Details

Duration: 18 months - 4 years

Hours per Week:

20 during the academic year (Labor Day - Mid May)
40 hours during summer (Mid May - Labor Day)

Academic Schedule: Flexible. M- F; 8:00 AM - 4:30 PM (Labor Day - Mid May)

Summer Schedule: Some Daytime Hours . Evening & Weekend Duty (Mid May - Labor Day)

Compensation:

$16.75 / Hour
Summer housing accommodation benefit is provided as part of duty compensation. Mid May - Mid August (a $4,000 value).

Training and Support

Comprehensive training will be provided to familiarize the intern with the responsibilities and necessary tools required for the role. Ongoing support and mentorship will be available to ensure the Intern’s 's success in the position.

How to Apply

Interested candidates are invited to submit their application, including a resume and cover letter, to Anne at [email protected]. Please ensure all applications are received by March 19.

Responsibilities

50% - Contracts & Administrative

Act as the first point of contact for Conference & Events clients, efficiently managing emails and phone calls, ensuring timely and accurate responses to inquiries.
Thoroughly and meticulously input client intake information into the IRIS Conference management software, maintaining data accuracy and completeness.
Execute various administrative tasks, including file management and the organization of crucial documentation.
Oversee the management of summer inventory, efficiently distributing resources to the respective halls as required.
Coordinate parking requests from summer clients comprehensively, encompassing initial inquiries, confirmation of needs, and organization of parking tags/cards.

20% - Software Support & Registration

Ensure the smooth operation of guest registrations, overseeing payments, and ensuring synchronization of information for hall assignments, check-ins, and related processes.
Act as a responsive and knowledgeable point of contact for clients, addressing a wide range of inquiries related to their stay, including room availability, amenities, check-in/check-out procedures, and special requests.
Skillfully navigate the refund process, including verifying eligibility, assessing refund requests, and processing payments in compliance with established policies and procedures.
Contribute to the utilization of the Iris Registration business application by assisting in testing and modification of registration forms while addressing guest concerns with proficiency.

15% - Lead Management & Client Interaction

Engage with clients in a professional and courteous manner, addressing their event inquiries, questions, and needs, while offering well-informed event planning solutions and options across UMN venues and services.
Compile accurate event estimates, collaborate closely with UMN partners to obtain competitive rates, and diligently follow through with clients to ensure their satisfaction.
Fostering clear communication and exceptional service.

15% - Duty (Mid May - Labor Day)

Serve as a dedicated after-hours CES contact to hall-level staff; offering support, guidance, and prompt response to their questions and concerns.
Play an essential role in contributing to a safe and secure environment during the summer season.
Act as an on site presence for clients after regular business hours, on an as needed basis, to discuss their check in process, classroom spaces, amenities or other contracted needs.

Qualifications

Required

A student at the University of Minnesota, currently enrolled for coursework, GPA > 2.5.
Possess a commitment to continuous learning and a proactive approach to acquiring new skills.
Proven capacity to work independently, manage tasks, and meet deadlines consistently.
Hold a strong understanding of excellent customer service principles and practices.
Exhibit exemplary interpersonal and communication skills.
Excellent organizational skills; manage paperwork, contracts, and various administrative responsibilities.
Ability to commit long-term to the role; minimum of one year of employment.
Background Check: Successful completion of a background check is a mandatory requirement for this position.

Preferred

Experience in event planning or related fields.
Previous Housing & Residential Life experience and a familiarity with UMN Venues, services, and campus layout.
After Hours Duty or On-Call experience.
Demonstrated proficiency in problem-solving
Technical proficiency in Google Suite, Microsoft Office, event management software, registration systems

Questions?

Supervisor Contacts: Anne Ozbun [email protected] and Michael Sanders, [email protected]