American University · 7 hours ago
Summer 2026 UCGS Administrative Support Lead (Student)
Washington, DC
Part-time
Onsite
New Grad
$19.50/hr - $19.50/hrAmerican University is seeking a Summer 2026 UCGS Administrative Support Lead to assist with conference and event planning duties. The role involves managing financial audits, overseeing residence hall desk supplies, and supporting the Operations Lead in various operational tasks.
Higher Education
No H1B
Responsibilities
Final Billing: The Administrative Support Lead will coordinate with UCGS pro-staff and Business Services Finance team for final billing
Review invoice summary Excel sheets provided UCGS pro-staff, cross-reference charged items with database to ensure all charges were accounted for and ensure all Excel formulas were functioning properly
Input transactions from the invoice summary sheet into Star Rez to create the final invoice
Prepare final bill packets to include UCGS and campus partner invoices for pro-staff review
Send final bill packets to clients
Maintain financial audits of all contracted clients by printing the necessary documents (contracts, final bill, etc.) and filing papers into the correct folders
Operations: The Administrative Support Lead will work alongside/backstop the Operations Lead to manage 2-fix requests from clients and staff
Monitor maintenance requests submitted by the student staff on behalf of the clients, submit 2-fix requests, track the status of work orders, and follow up with 2-fix, as necessary
Manage maintenance requests submitted by Operations Assistants during facilities rounds, submit 2-fix requests, track the status of work orders, and follow up with 2-fix, as necessary
Assist in closing the residence halls by submitting facilities issues found at the end of the summer to campus partners (housing and facilities management) to prepare residence halls for academic year
Residence Hall Front Desks: The Administrative Support Lead will oversee the residence hall front desks and hall materials
Prepare for the setup of the bulletin board by having materials printed, separated, and distributed to each residence hall during training week
Visit the open residence hall desks 2 times a week to check the desk supplies
Maintain desk supplies for Conference Assistants and Overnight Conference Assistants by ensuring each desk is equipped with pens, paper/sticky notes, lanyards, dining hall hours, and maps for the metro, campus, and Tenleytown
Serve as an active participant in summer opening and closing procedure
Be an active part of the Summer Leadership Team and serve as a leader within the student staff community
Understand, enforce, and adhere to all relevant policies/procedures as set forth by University Conference & Guest Services, the Student Code of Conduct, and American University
Attend all required training/meetings and respond to emails within 24 hours, as directed by UCGS professional staff
Respond to requests from Student Staff, ProStaff and clients during office hours, 8am – 7pm daily
Assist professional staff with various administrative projects
Other duties as assigned by the Senior Operations Manager and UCGS professional staff
Encourage and maintain a community atmosphere where the rights and responsibilities of staff, residents, and guests are held in high regard. Encourage the development of a staff ‘team’ and actively work to address tensions/interpersonal issues of the staff as they arise
Ensure that summer staff members create a welcoming environment for guests and maintain standards for a high level of customer service
Participate in staff development activities and encourage the participation and involvement of all summer staff positions
Qualification
Required
Strong administrative and organizational skills as well as strong interpersonal and customer service skills
Proven excellence in managing large numbers of details and logistics with a project or event
Familiarity with the Microsoft Office suite (Microsoft Word, Excel, Outlook)
Ability to represent American University by means of a pleasant and helpful disposition, a positive attitude, and quick response
Due to the demanding nature of this position, Summer Leadership Team members may not hold an outside job or internship during the summer operation May – August
Be available to work immediately following May final exams until mid-August unless otherwise modified by the UCGS staff or their designee
Maintain flexible hours to coincide with the summer conference operation that is 24/7 from May - August
Full attendance at mandatory in-person summer training sessions, as well as staff meetings otherwise approved in advance by the UCGS staff team or their designee
Must be enrolled as an AU student in Summer 2026 or Fall 2026
Applicants must hold a cumulative GPA of 2.00 or higher
Must be in good standing with the University and comply with all University and UCGS policies
Must live in residence halls during summer months. Live-in staff members are expected to be available for all scheduled assignments and projects, and are expected to be accessible in person, by phone, or by e-mail to answer questions, respond to emergency situations, and to perform other administrative tasks and projects as needed
Must have lived at least 1 semester in university residence halls
Must be able to regularly lift 25-50 lbs
Must be able to work outside in DC heat and walk around campus
Must be able to push moving carts, tables, and chairs between buildings across campus
Preferred
Knowledge of the University and Washington, DC area preferred
Previous summer conference and/or event planning experience preferred but not required
Benefits
Housing in single occupancy is provided and is required to live in assigned on-campus residence space during the duration of employment with UCGS.
The ability to opt in to a summer meal plan as part of compensation paid for by UCGS.
The ability to opt in for a mini-fridge/microwave rental as part of compensation paid for by UCGS, if requested by designated deadline.
Unlimited no cost use of residence hall laundry facilities.
Company
American University
American University's historic academic strengths are rooted in social responsibility and our dedication to cultural and intellectual diversity.
Founded in 1893
1001-5000 employees
Funding
Current Stage
Late StageLeadership Team
Rodrigo Yepez-Lopez
Co-founder of Legal Haven
Katie Benoit
Interim Deputy Athletic Director/Chief Operating Officer/Senior Woman Administrator
Recent News
News is my Business
2024-03-04
PR Newswire
2023-12-12
Company data provided by crunchbase