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Alternates may be assigned a wide variety of positions to fill in those positions when volunteers miss assignments. Alternates are encouraged to bring course work or reading materials with them for idle periods. Alternates are strongly encouraged to attend one of the Presentation Coordinators Training Sessions which are offered Saturday through Monday from 12:15 to 1:15 p.m.
Job Descriptions 2009
Annual Meeting Office Runner/Hotel Annual Meeting Office Runner
Must be a pleasant; helpful person to answer phones and questions from walk-in attendees. A quick learner and able to make simple decisions and handle the unexpected. Must work well with others and will be required to run errands, deliver signs, and check meeting rooms. Additionally, you will assist the office manager as needed for any requests. Should wear comfortable shoes and have a clean appearance.
This position involves making sure attendees have a current badge, with a new watermark, and that people entering the Technical Sessions have a badge. Students signing up for this position would need to tell people to register for the meeting if they do not have a current badge.
Badge Reprint Assistant
The Badge Reprint desk is intended to be a self service station for registrants who’ve misplaced or forgotten their badges. The Badge Reprint Assistant will be responsible for confirming the registrants name on the meeting roster, assisting the registrant in printing a duplicate badge, and refilling printers with badge stock. This person will need to engage registrants in conversation to determine how to best meet their needs. Neatly dressed and good customer service skills are a plus.
This position requires folding and stuffing badges into blank badge holders and filing them in alphabetical order in preparation for pick up by Early Registration attendees. This position reports to the registration coordinator and takes place prior to the start of the meeting. Jeans and comfortable shoes are recommended.
Bookstore Set-up/Tear down
Heavy lifting of boxes off of skids onto tables per the directives of GSA Bookstore staff and floor plans. Must be organized and able to work independently and quickly after receiving instructions. Wear comfortable clothes suitable for lifting, standing on cement floor, etc. Saturday will be a full day; break for lunch on own.
Council Office Assistant
Answers phones and questions from walk-in attendees. A quick learner and able to make simple decisions, run errands, deliver, signs, and check meeting rooms. Additionally, you will assist the office manager as needed for a variety of tasks. Should wear comfortable shoes.
Early Registration Desk Assistant
This position reports to the registration coordinator and is responsible for handing out badges to Early Registration meeting attendees. This is a fast paced job that also requires you to restock tables with meeting programs. A neat appearance and pleasant attitude is desirable.
Will be responsible for checking in school representatives and directing them to their booth locations.
Field Trip Helper
Help check in field trip participants and hand out material. Transports guidebooks from storage area to departure areas. Must be in good physical condition and be able to lift boxes weighing between 25 and 40 pounds. Being on time (early a.m.) for scheduled shift is very important. Neat appearance is required, but jeans and comfortable shoes are appropriate.
Assist with the unloading of the Foundation’s crates in the Foundation’s Booth; assist with the set-up and processing of items for the Foundation’s Silent Auction, as well as the packing up of the left-over auction items at the close of the meeting; assist with dismantling of the Foundation’s Booth at the close of the meeting.
GSA Registration Ambassador
It’s very important that our attendees are able to register for the meeting in a quick, efficient manner. Ambassadors help to do this by providing badge holders and programs to attendees that registered early and have their badges in hand. Ambassadors will also direct attendees to the:
- On-site Registration Desk
- Early Registration Badge Pickup Desk
- Exhibitor Registration Desk
- Trouble Shooting Desk
- Membership Booth
- Abstract Sales Booth
An outgoing personality and willingness to assist attendees by giving directions and answering questions is strongly encouraged. The Student Volunteer Coordinator will provide a staff vest for you to wear during your shift.
Hall of Fame Set-up/ Tear Down
Some minor lifting of poster stands. Per directives of GSA staff and floor plans, posters must be hung by Velcro on poster stands. Must be organized and able to work independently and quickly after receiving instructions and must understand English. Wear comfortable clothes suitable for lifting and working on the floor (rolling and unrolling posters).
Headquarters Poster Set-up/Tear Down
Some lifting, reaching, and bending to hang display panels per directives of GSA staff. Must be a perfectionist about hanging things straight, able to work independently and quickly after receiving instructions, and must understand English. Wear comfortable clothes suitable for lifting and working on the floor (rolling and unrolling posters).
Help with setup for the program; run errands; hang signs; help generate an audience by directing people toward the area of the program; facilitate seating for attendees; crowd control; collect evaluation forms. Utilize people counter, if requested.
Presentation Coordinator Training
All presentation coordinators must take this training before their first scheduled presentation coordinator position. Alternates are strongly recommended to take this training also. The hour of training is credited toward your total number of volunteered hours (one hour only).
Presidential Address and Awards Ceremony
Greeters will hand out programs prior to the ceremony. A neat appearance and pleasant attitude are desirable.
Registration Print Monitor
This position reports to the Registration Coordinator and requires inserting badges into badge holders for distribution to on-site meeting registrants. This is a fun, fast paced job that requires good team working skills. Previous experience with laser printers is a plus. Neat appearance and comfortable shoes are preferred.
This position reports to the Registration Coordinator. Duties include running errands for GSA staff, keeping registration materials stocked and in order, and may require lifting up to 25 pounds. The registration runner will need to familiarize themselves with the Convention Center map. A neat appearance and the ability to work well with the registration team are required.
This position reports to the Registration Coordinator and will assist in unpacking crates and boxes prior to the start of the meeting. May be required to lift up to 40-50 pounds. Running errands and deliveries to Headquarters Hotels may be required. Jeans/work clothes and gloves are suggested.
Short Course Helper
Position reports to the Short Course Program Officer. Check names at the door, help set up classrooms, pass out paperwork, ensure that all AV and catering arrive when needed.
Student Volunteer Office Assistant
For students with a wide range of skills and experience. Must be able to help deal with many problems/people at once without getting flustered. Help verify proper placement of people and things. Help solve problems with a level head, fill in for absent volunteers, and assist with the posting of job assignments. Students with knowledge of Excel and word-processing are welcome.
Technical Session/Hot Topics Presentation Coordinator
Must attend one Presentation Coordinator Training Session prior to serving as a presentation coordinator. Pre-conference presentation coordinators must have previous experience with LCD projectors and have the ability to operate a computer. Presentation Coordinator Training sessions are offered Saturday through Monday from 12:15 to 1:15 p.m.
Times are firm. Arrive 45 minutes early to your assigned session in order to make sure all scheduled presentations are loaded on to laptop. If not loaded, they must try to locate the speaker prior to beginning of session, get that persons presentation, and place it on the laptop. All presentations are to be on the laptop prior to the start of the session. Always check in with session chairs. Session chairs may be able to assist in locating the attendee with the missing presentation.
Take tickets from attendees. Duties may also include selling tickets to attendees, helping with crowd control and seating arrangements, using people counters, facilitating Q&A with portable microphones; and collecting evaluation forms at end of an event.