Conference Set Up Supervisor Job at Silver Bay YMCA
Conference Set Up Supervisor
REPORTS TO: Director of Conference Services
CLASSIFICATION: Full-Time/Exempt
SALARY RANGE: $20.75-$25.00
BENEFITS: 10% YMCA Retirement, Family Program Fees, Free Day Camp, Health Insurance, Paid Time Off.
MISSION: To foster relationships, strengthen communities and nurture spirit, mind and body for all.
IMPACT: Because of Silver Bay YMCA, connections between people and family are stronger. People are more connected, respectful and caring. They have the confidence to develop to their full potential and to positively impact the communities in which they work and live. As a result, communities are more dynamic, inclusive and diverse. As stewards of Lake George, we inspire people to be stewards of the environment while they are visiting our magnificent campus and in their home communities.
GENERAL FUNCTION
: The conference set-up (CSU) team leaders meet with the Director of Conference Services upon arrival. At this meeting, the meeting space assignments, room set-ups, equipment needs, and water/food requests are discussed. The CSU Supervisor is responsible for running the daily report and checking in with the director and other conference coordinators to check status and any changes made. It is also the responsibility of the CSU supervisor to supervise and coordinate their staff to see that each of these needs is met in a timely manner with attention to detail.
SUPERVISION: CSU Team
KNOW HOW:
The Conference Set Up supervisor must work well with people and become familiar with Silver Bay’s activities and facilities. This position requires the ability to respond to guest and staff needs with speed and courtesy. The incumbent must have or learn computer skills to use programs like Maestro, Excel, Word, and Facility Dude All CSU staff must be able to operate and do minor repairs on the A/V equipment belonging to Silver Bay. They must be physically able to climb ladders, stairs, move tables, chairs, A/V equipment and perform other manual tasks.
The ability to read and write English and interpret oral and written informational data is required and a 1-3 years experience in the Banquet Set-Up or AV field is preferable but not required. A high school degree or equivalent is desired, but not required. A valid driver’s license is required.
PRINCIPLE ACTIVITIES:
- The CSU supervisor is responsible for reviewing group function set ups, tear downs and cleanliness of meeting spaces weekly and at the beginning of each shift and lining up the work that needs to happen after his/her shift ends or when he/she is not on the campus.
- The CSU supervisor is expected to work with the staff in the following duties; cleaning meeting spaces, installing A/V equipment, and setting up the meeting space as specified by group leaders,
- The CSU Supervisor is responsible for ensuring the vehicles (CSU Truck and Golf Cart) that the CSU staff use daily are used to deliver equipment and assist other departments in delivering their services. The CSU supervisor is to report any accidents to the Director of Conference Services and ensure the vehicles are always clean.
- The CSU supervisor is required to carry a radio and always keep that radio with him/her to be able to respond to guest needs quickly and efficiently.
- CSU Supervisor is responsible for ensuring the staff is taking proper care of all Silver Bay and conference group equipment and reporting any broken or missing items to the Director of Conference Services.
- The CSU supervisor is responsible for making out the weekly schedule, and gaining approval prior to posting for the CSU Team, from the Director of Conference Services.
- The CSU Supervisor is expected to check in frequently with his/her CSU Team throughout their shift and communicate any changes, needs, or questions with the Director of Conference Services or the Conference Services Team. Any changes or information that should be relayed to the CSU Team should then be placed in the CSU Notebook for the CSU Team to reference and an email sent to recap the change or information with the Conference Services Team, including the Director.
- Respond to CSU calls on the radio for cleaning of spaces or delivery of items.
- Practice and instruct safe chemical use.
- The CSU supervisor and staff may be required to help deliver services for Housekeeping such as linens, cots, trash cans, refrigerators etc. when not actively delivering CSU services. They are also responsible for BBQ gas deliveries, furniture moving, program assistance and any other duties assigned to them by the Director of Conference Services.
- CSU Supervisor must work with all Silver Bay Staff and Departments by assisting with any needs or requests during the year. This may include painting in the winter or moving equipment from one area to another for internal staff. Our external guests always come first, but we all promote the success of our Silver Bay Team and help where necessary.
- Any other duties as assigned.
- As a 24-hour operation, all staff may be asked to work weekends, evenings, or night shifts and/or holidays to serve our members, guests, and program participants.
END RESULT: The ability of the Conference Set Up Supervisor is to provide service to the many diverse groups that Silver Bay welcomes throughout the year. Through efficient and effective management, the CSU Team strives to enhance the experience of all our guests and conference leaders at Silver Bay. Quality service encourages guests and conferences to return thus creating a successful budget sustaining department.
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