| Program Representation •Assists in planning and organizing internal and external business related functions, symposiums, conferences, program events, banquets, and VIP briefings. •Serve as staff host at selected events planned by the unit, greet guests and troubleshoot throughout the event. •Coordinate details of events with campus academic and service units. •Establish and maintain list of active outside speakers available to campus and community groups. •Assist with University awards. Maintain database and process nominations. •Create, maintain, and distribute Commencement schedule and other relevant information. •Organize reservations and ticketing for events. •Receive, coordinate and process written and telephone responses. •Assist as needed on matters pertaining to protocol and university ceremonies. •Perform other duties as assigned
Financial – Recordkeeping & Budget Maintenance •Oversee income and expenses. Create and expense sheet for each event. •Prepare (DOSSRs (and required forms and process through business office, troubleshooting when questions or problems arise). •Place orders with campus and outside vendors. •Balance budget by maintaining cost center and expense elements. •Provide financial reports. •Prepare all material for allocating funs for commencement ceremonies. •Keep all financial records for commencements and other university events. •Perform other duties as assigned.
Event Management •Manage small non complex events.
Clerical •Provide clerical support such as faxing, copying, and filing. •Run errands on and off campus. •Perform other duties as assigned.
Event Support •Establish and maintain databases tracking event acceptances and regrets. •Assist in coordinating invitations lists. •Address, stuff, stamp and seal envelopes. •Create and produce name tags, place cards, and signs. •Maintain past event files and records. •Maintain records, correspondence, and statistics on individual events. •Maintain supplies and University academic regalia, flags, banners, and awards. •Assist the Associate Directors and Assistant Directors on all issues and provide back-up support to the unit. •Participates in planning, organizing and staffing larger or more complex events, including being assigned responsibility for a specific event detail such as parking/transportation, catering, ordering audio visual equipment, etcetera. •Scout potential locations/vendors for future events. •Manage small events .•Strong knowledge of concepts, principles and practices of event planning and production and public relations. •Strong knowledge of the campus, its programs, policies, mission, goals, objectives, achievements and infrastructure, or ability to learn. •Strong organizational skills, including skill in effectively coordinating and organizing multiple details. •Strong interpersonal communication skills and political acumen, including skill in effectively representing the campus to its publics. •Sound judgment and effective decision-making and problem resolution skills, including skill to recognize and deal effectively and appropriately with real and potential problem areas, including skill to determine the issues/problems that need to be brought to the attention of higher level staff and/or management. •Working knowledge of Macintosh platform and Microsoft Word software •Working knowledge of FileMaker Pro and Adobe InDesign software
Education/Training: •Bachelors degree or equivalent experience This is a limited appointment with an end date. |
