Lead Conference Room Attendant

JOB SUMMARY: Provide technical support for conference room setup and equipment, including video teleconferencing rooms. Ensure that all conference rooms and common areas of the Conference Center are maintained to the highest level of professional appearance and that all client requirements are met prior to the conference start time.

POSITION REQUIREMENTS:

JOB KNOWLEDGE

High school diploma or GED required.

One year of experience using, applying, troubleshooting, and servicing distance learning/video conferencing software systems, (i.e., Zoom, GoToMeeting, etc.), preferably in an educational or training setting through room design, audio and video peripheral interfacing.

Typing, proofreading and writing proficiency required.

Proficiency with the use and proper care of hand and power tools.

Ability to understand and follow verbal and/or written instructions.

Ability to provide exceptional customer service and telephone etiquette to clients and Center Staff.

Proficiency with standard functions within electronic applications such as MS Office (e.g., word processing, electronic spreadsheets) and e-mail.

Proficiency with computers (PCs and/or MACs) to include desktop management, file management and operations, multi-laptop hookups, and working in a network environment.

Exceptions to these requirements will be considered based on exemplary skills, training, and record of success.

PRODUCTS/OUTCOMES

Conference Rooms

Check all conference room reservations two weeks prior to conference dates for equipment needs and room setups and adjust if needed.

Set up conference rooms tables and chairs according to predetermined plan to accommodate various numbers of people, while remaining within compliance of the fire code.

Print out the day's conference room setup information for the evening conference room attendant.

Prepare technical and audiovisual equipment for use in conferences, making sure they are in working order.

Identify when the audio/visual equipment needs repair and take the appropriate action.

Provide presenters with technical assistance as needed.

Be prepared to make last minute changes in conference room setup and/or equipment.

Comply with special requests as needed.

Keep conference rooms and furniture well maintained, performing minor repairs (i.e. touch up painting, spot cleaning furniture and/or carpet).

Maintain the conference rooms readiness to determine that the rooms are equipped with proper materials (pens, pads, handouts, event packages, etc.).

Keep all equipment and conference room closets neat and orderly.

Move portable walls, as needed.

Take messages for visitors and contact visitor if emergency, as needed.

Replenish coffee supplies and pick up trash in restrooms as needed during the day.

Check restrooms in conference areas after breaks and lunch; report any identified problems as needed.

Assist with registration tasks, including posting attendance, filing sign-in sheet folders, and consolidating user accounts.

Video Teleconferencing Rooms

Under general guidance of the Technology Services:

• Configure videoconferencing rooms, including room arrangement, cameras, microphones, monitors, lighting, document cameras and sound systems.
• Assist presenters with technical problems relating to hardware conflicts, software conflicts or a combination thereof.
• Troubleshoot and correct problems in a timely manner and overcome obstacles so as to improve training and technical assistance support to internal and external clients.
• Consistently log all trouble reports into the help desk software.
• Assist in providing video teleconferencing room preventive maintenance (i.e., projector bulb changes, microphone and battery support, etc.) as well as customer support and training of room equipment.

INITIATIVE

Perform duties of the job in a competent manner with a minimum amount of supervision.

Make routine decisions within a limited scope of standard operating procedures.

Proactively seek and maintain facility-related maintenance issues within the Conference Center.

Follow established timelines to ensure efficient and effective delivery of services.

Demonstrate resourcefulness in seeking information and developing solutions.

Identify ways to increase efficiency/effectiveness of operations.

Remain knowledgeable regarding Center policies and procedures.

COMMUNICATION/HUMAN RELATIONS

Communicate effectively with clients and Center staff members.

Maintain a high level of customer service.

Communicate unresolved maintenance issues to immediate supervisor.

Demonstrate tact and diplomacy in dealing with Center clients, staff, and the general public.

Reflect an attitude of service and responsiveness to the concerns of others.

Protect the integrity of the Center in communicating with people who contact the Center.

Direct all information/communication through appropriate channels.

Communicate with work order initiators on the progress of work orders.

SUPERVISION AND ORGANIZATION OF STAFF

None.

BUDGET RESPONSIBILITY

None.

PHYSICAL/MENTAL DEMANDS & ENVIRONMENTAL FACTORS

Tools/Equipment Used: Standard office equipment including personal computer and peripherals; occasionally climb a ladder. Exposure to microwaves and small appliances that produce a high level of heat; work around moving equipment; obtain forklift certification and drive Center forklift in a safe manner.

Posture: Prolonged walking and standing; frequent bending/stooping, pushing/pulling, kneeling, and twisting.

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching.

Lifting: Frequent lifting and carrying (up to 50 pounds).

Environment: May work prolonged or irregular hours; occasional travel; exposure to low or intense illumination.

Mental Demands: Work with frequent interruptions; maintain emotional control under stress.

ADDITIONAL REQUIREMENTS

Function within the policies and administrative procedures of ESC-20.

Accept other responsibilities as assigned.

Dress and groom appropriately for the ESC-20 work setting.

Travel independently to fulfill responsibilities of the position.

May be required to work nights or weekends to support Conference Room Attendant.

Serve at the will of the Executive Director.