Utah State University

Event Operations Assistant

City Logan Campus
Posted Date 7 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
Finance & Administrative Service
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 Utah’s land-grant and space-grant university. USU is one of only 146 research institutions in the U.S. classified as R1 “very high research activity” by the Carnegie Classification of Institutions of Higher Education. As one of the two premier research institutions in Utah, USU provides a high-quality education at an affordable price. With its main campus in Logan, the university serves approximately 27,500 students, including 24,255 undergraduates and 3,171 graduate students. USU Online has served students from all 50 states and 55 countries for 25 years.

 

USU’s statewide system features three residential campuses, 30 total campus locations, and 23 Extension education centers. The university employees 903 full-time faculty members, 124 executive administrators, and 1,649 full-time support staff. USU offers 115 undergraduate majors, as well as 91 master’s and 42 doctoral degrees. Learn more about USU.

 

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.

 

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.

 

USU endeavors to provide reasonable accommodations to ensure equal access in all aspects of employment to qualified persons with disabilities. To request a reasonable accommodation for a disability, please contact the university’s ADA Coordinator in the Human Resource office at 435-797-0122 or submit a request at hr@usu.edu.

 

USU Land Acknowledgment

Please visit our website to learn about Utah State’s land acknowledgment of the eight tribes of Utah.

 

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 Matthew Pinner, discrimination@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

 

*updated 04/18/2022

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