HRL Conference Assistant - Key Manager Summer 26

Conference Assistants - Key Managers (KMs) are student employees in the Department of Housing and Residential Life who serve as liaisons between Conference Services and the 12,000+ guests who utilize DHRL overnight housing and space reservations during the summer months. KMs create a welcoming environment for all participants in a summer conference at Texas State. KMs work within the hall community to build relationships and promote engagement.

Job Responsibilities:

• Assist with keeping track of keys at designated residential halls during the summer season.
• Coordinate with Resident Director for key check-in and check-out for designated groups.
• Assist with key audits for designated groups and halls.
• Place and keep track of work orders for missing and/or damaged keys.
• Assist the Resident Director with new keys and inventory.
• Record and report information as outlined on departmental forms/procedures.
• Assist with tasks related to Conference Housing Services.
• Provide excellent customer service and be an ambassador for Texas State University.
• Responding to crisis or routine situations as the first line of response for DHRL.
• Responsible for on-call rotations (number of shifts, length of shifts, time of shifts will vary).
• Assist with various shift duties for New Student Orientation.
• Respond to and report guest concerns to supervisor and Conference team.
• Attend weekly meetings with leadership for check-in and reflection on summer.
• Perform other duties as assigned by supervisor.

Anticipated Start Date: May 14, 2026

Anticipated End Date: August 2, 2026

Supervisor: Andrea Trevino - Program Manager for Conference Services

Compensation: $960 bi-weekly, A bed space in a Residence Hall free of charge, $400 dining dollars

Qualifications:

• Ability to work 40 hours per week, including weekends and holidays
  • Applicants may not be enrolled in classes or an internship for the summer26 term
  • Applicants may not work another on-campus job during the summer26 term
• Availability to attend mandatory training during the first week of employment
• Ability to work through the entire duration of employment 05/14/26-08/02/25
• Previous experience as a student leader including as a Residence Assistant, Orientation Leader, Desk Assistant, Conference Assistant or Cat Camp leader. 

Preferred Qualifications:

• Previously lived on campus at Texas State University. 
• Previous customer service experience
• Strong communication and teamwork skills
• Strong critical thinking skills and the ability to make decisions in a fast-paced environment

Conditions of Employment:

• Maintain enrollment for at least six semester credit hours in the fall and spring semesters unless the student is in the last semester of enrollment before graduation. Course enrollment during summer is not necessary if the student was enrolled during the previous spring semester and is enrolled in a minimum of six semester credit hours in the following fall semesters.
• During the summer period, both domestic and international students may work a maximum of 40 hours per week during the portions of the summer term they are not enrolled in classes if they are enrolling full-time the next semester.
  • If enrolled in courses with Texas State University, the employee cannot work during class time and cannot exceed 25 hours per week.
• While enrolled with Texas State University, student employees may not work more than 25 hours per week and may not be scheduled to work during class times.
  • International students may work a maximum of 20 hours per week while they are enrolled and attending classes.
• The student employee must remain in good academic standing and is required to maintain a minimum semester and cumulative GPA of 2.5. The last fall or spring semester (long semester) will be considered for the semester requirement. The overall Texas State GPA will be counted for GPA.
  • This requirement is waived for first semester students.
  • The job agreement may be terminated after one semester of probation if the GPA requirements are not met, or if the student employee’s cumulative and/or semester grade point average falls below a 2.0. 
  • Newly hired student employees cannot start their employment on GPA probation.  
  • In the event where the student employee is terminated due to low GPA, the student employee must maintain a semester/cumulative GPA higher than 2.5 for at least two long semesters before reapplying for the position.
• The student employee must complete required university compliance training and other training assigned to the student worker. Compliance requirements must be kept up to date for all annual training.
• The student employee must act in accordance with all federal, state, and local laws and remain in good judicial standing with TXST.
  • If a student employee is subject to a student conduct or administrative review process, decisions made will be viewed as separate processes from employment performance management.
  • Student employees must act as role models, demonstrating good conduct and positive contributions to the campus community as student employees may be viewed as a representative of the department and institution.
• Hourly student employees are responsible for submitting working hours in SAP by the Payroll Deadlines for the applicable fiscal year. Payroll Deadlines may be found at https://www.txst.edu/payroll/payroll-calendars.html. Submitting working hours on time is required in order to receive timely pay for hours worked.
  • Student employees in task positions who receive a stipend are not considered hourly student employees and do not submit hourly pay in SAP. Student employees receiving task/stipend pay may receive prorated pay for pay period(s) at the beginning or end of their employment in which they are not employed for the full pay period.
• The student employee position is security-sensitive, and a security screening/background check must be performed before the first day of work. Student employment is contingent on the results of the background check.
• Student employees who fail to comply with department and supervisory expectations, training, and guidelines as outlined will be subject to the student employee performance management process.
• Student employees are not guaranteed reappointment to their student employee position semester-to-semester and academic year to academic year.
  • Student employees’ reappointment will be determined based on performance evaluations completed semesterly.
• The student employee may be terminated from their positions in accordance with U.P.P.S. 07.07.04: Student Employee Termination, Separation, and Grievance Procedures and with the express approval of the appropriate authorities representing DHRL. 

Essential Functions

This list is meant to provide an outline of essential job functions for Conference Assistant positions within the Department of Housing and Residential Life. Throughout the course of the year there will be times when staff will be called to service based on the needs of the community that may not be outlined in a job description.  

To fulfill these roles, Conference Assistants must be able to perform the following essential functions:

Communication 

• Communicate clearly and effectively with students, staff, and visitors across various settings and times, including late evenings and overnight hours. 
• Provide and receive verbal and/or visual instructions during emergencies or high-stress situations.  
• Answer and respond promptly to calls on an on-call mobile phone and multi-line telephone system.  
• Engage in one-on-one conversations with residents to offer support, guidance, and referrals. 

Emergency and Crisis Response

• Be able to respond quickly and appropriately to crisis or emergency situations.  
• Navigate crowded or high-stress environments and assist residents during evacuations or incidents.  
• Remain calm, observant, and communicative while providing support during critical situations. 

Physical Requirements 

• Hear and see clearly to respond to alarms, verbal calls for assistance, and visual emergency cues.  
• Physically assist residents outside of the building or to areas of refuge in emergency or crisis situations as appropriate.  
• Use hands and fingers to operate mobile devices, radios, key boxes, locks, and computers for reporting, communication, and facility access.   
• Perform tasks requiring hand-eye coordination such as filling out forms, organizing supplies, or hanging posters/flyers. 
• Speak clearly and loudly enough to be understood over the phone, in group settings, emergencies, or while wearing a face covering. 
• Walk outdoors in varying weather conditions (heat, rain, cold) while assisting with tasks including but not limited to: rounds, move-in operations, community engagement initiatives, and other assigned duties.
• Lift and carry up to 20 pounds for distances of up to 200 feet.   
• Ascend and descend multiple floors without the assistance of an elevator using stairwells; walk indoor and outdoor areas during on-call rounds. 

Availability and Scheduling 

• Be available to serve in an on-call capacity during all weekday shifts from 5PM – 8AM (Monday through Friday), weekend shifts from 5PM – 5PM (Saturdays and Sundays), and for all university holidays shifts from 5PM-5PM. 
• Regularly inspect public areas of the hall and complete required reports.   
• Attend and participate in mandatory training sessions, staff meetings, and departmental events, including those held during evenings or weekends.  
• Maintain a flexible schedule that allows for reliable availability and consistent engagement within the residential community.  
• CAs are required to effectively manage time to participate in all dates listed within the CA Work Agreement and the Community Engagement Model as determined by the Department. CAs will need permission in writing if seeking to be absent from any event listed as required by the department.   

Facilities & Operational Support

• Identify, respond to, and report maintenance, custodial, or safety concerns promptly and accurately.  
• Submit work orders and follow up on facility-related issues to support resident safety and comfort as directed by the Department of Housing and Residential Life. 
• Prepare written documentation and complete administrative duties thoroughly and on time.  
• Be able to utilize departmental software platforms to manage records, submit forms, and complete operational tasks. 

Confidentiality & Compliance

• Maintain confidentiality in accordance with departmental policies and FERPA privacy laws and handle sensitive information with discretion and professionalism.  
• Notify supervisors of any events or conditions that could impact a student, floor, hall, or the university.   
• Act as a Campus Security Authority (CSA), reporting crimes and ensuring compliance with the Clery Act.   
• Serve as a Mandated Reporter or Responsible Employee (obligated to report all violations of the Community Living Standards, State and Federal law, as well as cases of sexual misconduct, sexual assault, and sexual harassment to supervisor).