The Program Assistant works under the direction of the Program Coordinator. This position will assist the Program Coordinator in preparing various logistical arrangements for the Summer Citizens Program and client programs. Duties include multi-level planning, correspondence including typing, copying, emailing, and mass mailings, research for travel, website support, instructor management/abstract system support, database management, and other activities related to event management and administration.

Work schedule will be 10-20 hours during the school year and 40 hours during the Summer (May - July). Primarily work hours will be 8am -5pm M-F, however schedule will vary with project and activity schedules and will include some travel.

1. Assist with facilitative aspects of conferences
   
   • Prepare participant registration systems, materials, and forms, working with registration team to monitor ongoing progress of registrants.
   • Assist with arrangements for meeting facilities, lodging, food service, and parking, etc.
   • Assist in preparing course schedules, printing and copy services.
   • Assist in preparing course signage accurately and professionally prior to and during the summer.
   • Demonstrate excellent writing, grammar, editing and proofreading skills.
   • Be present at events, onsite or offsite as needed.
   • Assist with marketing/promotional aspects of the program.
2. Abstract System and Speaker Management Specialist
   
   • Assist in administrating instructor abstract system, monitoring submissions and facilitating acceptance.
   • Assist as a contact and resource for instructors and assisting with presentation needs.
   • Assist in preparing and setting-up Abstract System
3. Database management for conference and/or membership programs
   
   • Manage client databases of attendees.
   • Prepare and/or maintain registrant mailing lists; prepare/format databases for final distribution following standard mailing regulations.
   • Assist Marketing in facilitating communications for campaigns, promotions, using database resources
   • Assist Marketing in preparing merged mailings including letters, labels, or e-blasts as needed
4. Assist with financial & bookkeeping aspects of conferences
   
   • Prepare program summary files, filing and binding all conference paperwork assuring completeness, accuracy, and compliance with division procedures.
   • Demonstrate knowledge of simple bookkeeping principles.
   • Track and file expenditures and receipts as they occur.
   • Record and file Purchasing Credit Card receipts, following policies.
5. Demonstrate excellent customer service and public relations skills
   
   • Present positive public relations image, by representing self in professional demeanor at all times.
   • Maintain good working relationships with internal staff.
   • Work cohesively with supervisors.
   • Keep accurate, timely, legible notes of meeting and/or client discussions.
   • Assist with on-site registration as assigned, assuring high quality customer service.
6. Assist with office duties as assigned; assist with overflow work as assigned
   
   • Handle general office duties willingly and regularly to assure efficient office environment, including filing, scanning, emailing, photocopying, answering telephones, and using computers and printers.
   • Maintain client and team confidentiality with respect to finances, fees, and other pertinent information, in a tactful and professional manner.

Minimum Qualifications:

1. Minimum of six months related office experience, meeting planning experience, group event administration, or hospitality/tourism industry-related experience.
2. Ability to travel for up to 8 days during the annual recruiting trip, via automobile, airplane or train.
3. Ability to speak, read, write and understand English proficiently.
4. Ability to work unsupervised when needed and to fill in for the Program Coordinator in some instances.
5. Strong organizational skills and attention to detail.
6. Strong working knowledge of Microsoft Word and Excel in a Windows environment, and the ability to work with other divisional database systems for which training is provided.
7. Willingness and ability to meet deadlines in a high stress environment and handle many tasks simultaneously.
8. Excellent oral, written and interpersonal communication skills. High level of initiative, self-motivation and a positive attitude.
9. Strong clerical and record keeping skills. Knowledge of filing systems and information management systems. Must be able to operate standard office equipment to include, copiers, telephone systems, computer data systems and printers.
10. Ability to maintain confidential information.
11. Knowledge of basic accounting/bookkeeping practices and procedures.
12. Ability and willingness to conform to department and conference dress codes.

Along with the online application, please attach:

1. Resume to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV”
2. Contact information for Professional References to be typed/pasted at the end of your application under “Other Documents”

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

This position requires moderate physical effort.  Employees must have sufficient strength to perform the duties and responsibilities of the position, including lifting up to 30 pounds, walking and standing.  Employees must adhere to safety precautions and may be required to use protective equipment.

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 employs 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, Distance Education Rm. 401, 435-797-1266

Title IX Coordinator Matthew Pinner, titleix@usu.edu, Distance Education Rm. 404, 435-797-1266

Mailing address: 5100 Old Main Hill, Logan, Ut 84322

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 11/2022