Conference Services Operations & Events Associate - Flex Position

Part-time, non-exempt, seasonal staff position reporting to the Director of Conference & Event Services. Pay: $19.50 per hour. Complimentary meals from Sodexo Food Services during work shifts (when available).

About the role

The Conference Services Operations & Events Associate is a cross-trained, flexible position supporting Conference & Event Services, Residence Operations, and Mercantile retail services. This role provides operational support for campus events, guest housing, and retail operations, ensuring a high standard of customer service, efficiency, and professionalism. Associates are scheduled based on departmental needs and may shift between event services, housing support, and retail operations as required.

Responsibilities

Conference & Event Services Support

• Assist with event preparation, setup and breakdown, including tables, chairs, linens, signage, and equipment.
• Support meeting room and venue configurations in accordance with Banquet Event Orders (BEOs).
• Provide on-site event support, guest assistance, and logistical coordination.
• Prepare and distribute welcome materials, room keys, and event supplies.
• Monitor event spaces for cleanliness, safety, and readiness.
• Assist with post-event inspections and inventory tracking.

Residence & Guest Housing Support

• Assist with dormitory room preparation for conferences, camps, and special programs.
• Support guest check-in and check-out procedures.
• Help manage key distribution and access control.
• Verify rooming lists and report discrepancies.
• Conduct room condition reports and assist with turnover preparation.
• Report maintenance and housekeeping needs.

Mercantile / Retail Operations Support

• Operate point-of-sale (POS) systems accurately and responsibly.
• Assist customers with purchases, returns, and inquiries.
• Stock, merchandise, and organize retail displays.
• Receive, tag, and inventory merchandise.
• Maintain store cleanliness and visual standards.
• Support textbook, uniform, and supply distribution.
• Assist with event-related retail promotions and group sales.

Administrative & Cross-Functional Support

• Assist with basic data entry, scheduling, and record keeping.
• Support signage creation and distribution.
• Help prepare reports, checklists, and inventories.
• Assist with special projects and seasonal initiatives in conjunction with the College’s Facilities department.
• Provide coverage for staffing shortages as needed.

Customer Service & Professional Standards

• Serve as a professional ambassador for Paul Smith’s College.
• Deliver consistent, courteous, and solution-oriented service.
• Maintain confidentiality of guest and student information.
• Follow College policies, safety standards, and cash-handling procedures.
• Demonstrate flexibility and adaptability in a dynamic work environment.

Requirements

• High School diploma or equivalent and/or six months to one-year of related experience or training.
• Reliable, punctual, and responsible.
• Strong communication and interpersonal skills.
• Ability to follow procedures and work independently.
• Comfortable working in both operational and customer-facing environments.
• Willingness to work evenings, weekends, holidays, and peak periods.
• Ability to lift up to 30–40 pounds.
• Working knowledge of Microsoft Office suite.
• Valid driver’s license and driving record acceptable to PSC insurance carrier, which will enable authorization to drive College-owned vehicle.

Preferred Qualifications

• Currently enrolled student at Paul Smith’s College.
• Experience in hospitality, events, retail, or customer service.
• Familiarity with Square POS or similar systems.
• Knowledge of campus facilities and services.
• Interest in hospitality, business, retail management, or facilities operations.

Work Environment & Physical Requirements

• Work in retail, office, residence hall, and event venues.
• Frequent standing, walking, bending, and lifting.
• Indoor and outdoor work in varying weather conditions.
• Fast-paced environment during conferences and peak retail periods.

Pay

$19.50 per hour

Benefits

Complimentary meals from Sodexo Food Services during work shifts (when available).

Schedule

Flexible, part-time scheduling based on operational needs. Hours may increase during summer conference season, major events, and peak retail periods.