Event Services is a growing department whose primary function is to assure the events hosted by Utah State University, "Exceed Expectations".

The primary purpose of this position is to work under the direction of the Event Coordinator. This position will assist the Event Coordinator in preparing various logistical arrangements for conferences and events. The position requires assisting with logistical coordination, registration, data entry, financial management, and administrative tasks. Accurate logistical coordination for a conference and or event is crucial. Job duties include but are not limited to abstract creation and management, speaker coordination and management, venue coordination, communication with conference/event registrants, on-site service, and any miscellaneous tasks or assignments delegated by the Event Coordinator. While the Event Assistant is primarily assigned to assist a designated Event Coordinator, Event Assistants may work with other Event Coordinators as needed.

Schedule:

• 20-25 hours per week during the semesters. Hours can increase during the event seasons.
• Event Assistants can work with the Event Coordinator to accommodate class schedules but are expected to primarily work Monday to Friday between 8 am to 5 pm. Depending on conference and or event schedules, the Event Assistant should expect to work some evenings and weekends throughout the year. Ability and availability to travel is required for some conferences and or events.

This is an ACA Variable position.

Responsibilities

Conference & Event Coordination

1. Logistical Coordination
2. Abstract Coordination- assist in creating an abstract system for presentations, monitors abstract submissions, and facilitates acceptance of presentations
3. Speaker Management- serve as the primary contact for Speakers and assists speakers with presentation and travel needs
4. Venue Coordination- assist in the coordination of lodging, facilities, AV, food & beverage, parking, signage, etcetera
5. Communication with Conference and or Event Attendees- serve as the primary contact for conference and or event attendees to answer related questions
6. On-site Service- attends conferences and or events to assist in managing conference and or event services
7. Miscellaneous Assignments- perform tasks as assigned by the Event Coordinator

Registration

1. Assist in creating and maintaining registration systems for clients
2. Monitor registrations and answer related questions from registrants

Data Entry

1. Assist in updating Event Management Software (EMS) and application software with all relevant conference and or event data and information

Financial Management

1. Assist in updating conference financial statements
2. Assist in tracking and reconciling conference and or event expenses, including direct costs associated with a conference and or event, such as Event Services Staff travel, lodging, and meals

Administrative Tasks

1. Assist in editing and proofreading conference and or event communications and documents
2. Assist in providing customer service for conference and or event registrants and attendees
3. Assist in keeping accurate, timely, and legible notes of various meetings

Minimum Qualifications:

• Minimum of six months related office experience, meeting planning experience, group event administration, or hospitality and or tourism industry-related experience
• Ability to work unsupervised when needed and to fill in for the Event Coordinator in some instances. Self-motivated, initiative driven, positive attitude
• Ability to meet deadlines in a high stress environment and complete multiple tasks simultaneously
• Ability to speak, read, write, and understand English proficiently
• Strong clerical and record keeping skills and ability to learn systems and procedures quickly and proficiently
• Strong organization skills, attention to detail
• Strong knowledge of Microsoft Suite applications, such Word and Excel, and the ability to learn event management software quickly and proficiently (training provided)
• Ability to travel for conferences or events via automobile, airplane, or train to attend event.
• Ability and availability to work off campus for conferences and or events, 1-8 days at a time.
• Ability and willingness to conform to department and conference and or event dress codes.

Preferred Qualifications:

• Preference will be given to candidates with experience in group events, program coordination, and or project management.
• Preference will be given to candidates who have experience in general operations of the University relating to accounting, purchasing, auxiliary coordination, travel, and scheduling.
• Preference will be given to candidates that are interested in a career in conference and or event management and the hospitality and or tourism industry.
• Preference will be given to candidates who are interested in long-term employment and advancement opportunities with Utah State University's Event Services department.

Disclaimer
This position description indicates the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications required of employees assigned to the position.

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. Cover letter to be typed/pasted at the end of your application 
3. Contact information for Professional Reference to be typed/pasted at the end of your application under “Other Documents” 

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

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes.  The employee is regularly required to sit and often uses repetitive hand motions. The employee is frequently required to reach with hands and arms and may lift and/or move up to 10 pounds.

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.

*updated 05/2022

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