Utah State University

Event Operations Assistant

City Logan Campus
Posted Date 2 months ago(10/15/2021 6:26 PM)
Requisition ID
2021-4278
# of Openings
1
Job Locations
US-UT-Logan
Category (Portal Searching)
Other
Position Type
Non-benefited (hourly) Part-Time
Job Classification
Non-Benefited
Percent of Time or Hours per Week
20-29 hours/week
College
Business & Finance
Department
Event Services
Advertised Salary
Commensurate with experience

Overview

The Event Operations Assistant works under the direction of the Assistant Director overseeing major campus events and logistics. This position will assist in preparing various logistical arrangements, work order generation, and billing for the events. Duties include multi-level planning, customer service, correspondence, social media, emailing, catering, risk management, safety protocol generation, customer billing, database management, and other activities related to event and group management and administration. This position will work directly with Athletic department representatives and coaches as well as with Campus Administration for student events and graduation. Presence at events is necessary.

 

Schedule is: 20 Hrs/week during semesters and during Summer event season. Working Schedule: Primarily between 8 a.m. – 5 p.m. M-F, however schedule will vary with event schedules, and will include some evenings and weekends, and holidays throughout the year. Ability and availability to travel is unlikely but may be required for some events or trainings.

 

This is an ACA Variable position.

Responsibilities

1. Assists with facilitative aspects
  a. Assists with arrangements for meeting facilities, lodging, food service, and parking, etc.
  b. Demonstrates excellent writing, grammar, editing, and proofreading skills.
  c. Be present at events, on site or off site, as needed.
  d. Assists with marketing/promotional aspects of the program and prepares event scripts and signage.


2. Event Management Specialist
  a. Works to prepare venues and event sites with various organizations on campus.
  b. Serves as primary contact for the event sponsor and works closely with them on specific needs.


3. Database management
  a. Manages all documents related to the event including work order requests, event notes, contracts, billing, and other documents required.

  b. Facilitates communications for client and working crews for review and input.

 

4. Financial & bookkeeping
  a. Demonstrates knowledge of simple bookkeeping principles.
  b. Tracks and files expenditures and receipts as they occur.
  c. Records and files Purchasing Credit Card receipts, following department and USU policies. 
  d. Event closeout billing and reconciliation.

 

5. Customer service and public relations skills
  a. Presents positive public relations image by representing self in professional demeanor at all times.
  b. Maintains good working relationships with internal staff and works cohesively with supervisors.
  c. Keeps accurate, timely, legible notes of meeting and/or client discussions.
  d. Works closely with a wide variety of campus entities, including Facilities, Athletics, Faculty, Staff, Students and Admins as it relates to events.

Qualifications

Minimum Qualifications:

  • Minimum of six months related office experience, event planning experience, event administration, or hospitality/tourism Industry-related experience.
  • Ability to speak, read, write, and communicate effectively with clients
  • Ability to work unsupervised when needed and to fill in for the Assistant Director in some instances.
  • Strong organizational skills and attention to detail.
  • Strong working knowledge of Microsoft Word and Excel and the ability to learn how to work with other departmental systems for which training is provided.
  • Ability to meet deadlines in a high stress environment and handle many tasks simultaneously.
  • High level of initiative, self-motivation, and a positive attitude.
  • Strong clerical and record keeping skills; knowledge of filing systems and information management systems. An ability to prioritize assignments is critical.
  • Must be able to operate standard office equipment.
  • Knowledge of basic accounting/bookkeeping practices and procedures.
  • Ability and willingness to conform to department and event dress codes.

Preferred Qualifications:

  • Preference will be given to candidates with experience in events, program coordination and/or project management responsibilities.
  • Preference will be given to candidates, who have background in the general operations of the University as it relates to accounting, purchasing, auxiliary interface, travel regulations, and scheduling.
  • Preference will be given to candidates who are interested in a career in event management and the hospitality and tourism industry.
  • Preference will be given to candidates who are interested in long-term employment and advancement opportunities within Event Services.

Required Documents

Along with the online application, please attach:

1. Resume/CV to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV”

2. Cover Letter to be typed/pasted at the end of your application

 

**Document size may not exceed 10 MB.**

Advertised Salary

Commensurate with experience

ADA

The environment and physical requirements may change depending on the specific function of the work each department performs. Incumbents may be in both indoor and outdoor environments. Indoors, in an office space, event space, or public space are protected from weather conditions, but not necessarily from temperature changes. Incumbents may nearly continuously sit and often use repetitive hand motion (such as typing).

University Highlights

Utah State University (USU) was founded in 1888 and is honored to be Utah’s land-grant and space-grant university. USU is a Carnegie RU/H (Research University/High Research Activity) institution with approximately 27,700 students (24,660 undergraduates and 3,040 graduate students) on the Logan main campus. Utah State’s statewide system features eight campuses and 23 education centers and serves all counties in the state with Extension programs. USU offers 114 undergraduate majors, 132 graduate programs, and a variety of innovative stackable associate and certificate credentials. Washington Monthly ranked USU 14th in their national university rankings in 2019 and the 5th best public national university in the nation in 2018. As one of the two premier research institutions in Utah, USU is proud to provide a high-quality education at an affordable price. Additional information about Utah State University can be found here.

 

A core characteristic of USU is engagement with communities and people in economic development, improvements to quality of life, and human capital. Through the practical application of knowledge, the University and its faculty engage and share expertise with the state, nation, and world, preserving the historical land-grant tradition of partnering with communities to address critical societal issues in the interest of the public good.

 

The USU main campus is located in beautiful Logan, Utah; a city of about 50,000 situated in a picturesque mountain valley about 80 miles north of Salt Lake City. Outstanding recreational opportunities abound in the nearby mountains and proximate region.

 

Notice of Non-discrimination

In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.

The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USU’s non-discrimination policies:

 

Executive Director of the Office of Equity Alison Adams-Perlac, alison.adams-perlac@usu.edu, Old Main Rm. 161, 435-797-1266

Title IX Coordinator Hilary Renshaw, titleix@usu.edu, Old Main Rm. 161, 435-797-1266.

For further information regarding non-discrimination, please visit https://equity.usu.edu/, or contact:

U.S. Department of Education, Office of Assistant Secretary for Civil Rights, 800-421-3481, OCR@ed.gov

U.S. Department of Education, Denver Regional Office, 303-844-5695, OCR.Denver@ed.gov

 

USU is sensitive to the needs of dual career couples and provides a Dual Career Assistance program to support careers for partners who are also seeking employment.

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