Event & Conference Operations Assistant

Position Summary

Position Title
Event & Conference Operations Assistant
Posting Number
Division
Student Develpmt&Engagmt VP's Offc
Department
Student Development & Engagemt
Location
Erie, Pa
Position Summary

**Position Summary**

The Event & Conference Operations Assistant supports campus events, conferences, guest services, summer housing, and other operational needs at Gannon University. This position provides high-quality customer service to students, employees, visitors, event organizers, conference groups, summer residents, and other University guests.

Event & Conference Operations Assistants work in a variety of operational settings and assist with event setup and audiovisual support, camps and conferences, guest and summer housing operations, and other campus and auxiliary services.

This position is ideal for students who enjoy working with people, solving problems, staying organized, and working in a fast-paced environment where responsibilities may vary from day to day.

**Responsibilities**

**Event & Facility Operations**

* Assist with the setup and breakdown of meetings, programs, conferences, and special events.
* Ensure event spaces are clean, properly configured, and ready for customers prior to scheduled events.
* Set up, test, and provide basic troubleshooting for audiovisual and event technology.
* Provide on-site support to event organizers and guests during events.
* Respond to event-related needs and make adjustments to rooms or equipment when appropriate.
* Return event spaces to their standard configuration following events and properly store equipment.
* Assist with equipment inventory, furniture movement, deliveries, event load-in/load-out, and other operational projects as assigned.
* Monitor event and facility spaces and help ensure University and facility guidelines are followed.
* Identify and report maintenance, safety, security, or facility concerns to the appropriate University personnel.
* Work collaboratively with University staff and event organizers to provide a positive experience for campus and external events.

**Conference, Guest & Summer Housing Operations**

Depending on the time of year and operational needs, Event & Conference Operations Assistants may support camps, conferences, internship housing, short-term stays, alumni, and other University guests.

Responsibilities may include:

* Monitor and respond to inquiries received through the [**[email protected]**](mailto:[email protected]) inbox and University forms.
* Review and coordinate requests for camps, conferences, internship housing, short-term stays, alumni, and visiting guests.
* Assist with summer and guest housing assignments and maintain accurate occupancy records.
* Maintain housing and guest records for University residence halls being used for summer operations.
* Help prepare residence halls and guest accommodations by coordinating room turnovers, cleaning, quality checks, and requested equipment.
* Prepare check-in materials and assist with the distribution of keycards, physical keys, parking passes, and other guest materials.
* Facilitate guest and group check-in and checkout processes.
* Inspect rooms, document damages, collect keys, organize completed paperwork, and update occupancy records.
* Assist with calculating housing charges using Excel, creating invoices, monitoring payments, and maintaining financial records.
* Coordinate routine mail, package, maintenance, and facility concerns with appropriate University departments.
* Provide ongoing operational support to camps, conferences, internship groups, summer residents, alumni, and visiting guests throughout their stay.
* Assist with summer closeout and preparation of residence halls, equipment, and operational spaces for fall student move-in.

Required Qualifications

* Must be enrolled as a student at Gannon University.
* Maintain a cumulative GPA of at least 2.5.
* Strong customer service and interpersonal skills.
* Ability to communicate professionally and effectively with a wide variety of individuals.
* Ability to work independently, take initiative, and solve routine problems.
* Ability to work collaboratively as part of a team.
* Strong organizational skills and attention to detail.
* Basic computer skills and ability to learn University systems and software.
* Ability to safely move furniture and equipment and independently lift up to 50 pounds.
* Ability to bend, kneel, stoop, stand, and walk for extended periods as required by assigned responsibilities.
* Willingness to work a flexible schedule that may include evenings, weekends, and University breaks based on operational needs.

Preferred Qualifications

* Previous customer service, hospitality, event, residence life, conference, or facility operations experience.
* Familiarity with Gannon University facilities and services.
* Experience using Microsoft Office, particularly Outlook and Excel.
* Experience with audiovisual or event technology.
* Strong problem-solving skills and comfort working in a fast-paced environment.
* Previous experience working with camps, conferences, guests, or residential operations.

Physical Demands

* Ability to safely move furniture and equipment and independently lift up to 50 pounds.
* Ability to bend, kneel, stoop, stand, and walk for extended periods as required by assigned responsibilities.

Posting Detail Information

Number of Vacancies
2
Job Posting Open Date
09/09/2026
Job Posting Close Date
10/05/2026
Special Instructions to Applicants

Please apply by 09/30/26.