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, taking and posting payments, 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, onsite 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 the 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.

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. Onsite 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
3. Take and post payments for registrations or events

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.

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. Contact information for three Professional Reference 
3. Cover letter to be typed/pasted at the end of your application  

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

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).

Founded in 1888, Utah State University is Utah’s premier land-grant and space-grant university, with a strong commitment to excellence, access, and inclusion. USU serves approximately 27,500 students throughout the state at three residential campuses, eight statewide campuses, and 23 education centers. USU Online has served students from all 50 states and 55 countries for over 25 years, and USU Extension provides outreach and service to all counties in Utah.  

As a land-grant university, USU engages communities and empowers people to lead successful lives of involvement, innovation, and impact. As an R1 research institution, USU provides a high-quality undergraduate and graduate education at an affordable price. Washington Monthly has consistently ranked USU in the top 10 among public universities for contribution to social mobility, research, and public service.  

Utah State is committed to cultivating a diverse, equitable, and inclusive community where different perspectives, values, cultures, and identities are acknowledged, welcomed, and valued. We seek to recruit, hire, and retain people from all walks of life who will champion excellence in education, research, discovery, outreach, and service. We believe that promoting a strong sense of community and belonging empowers and engages all members of USU to thrive and be successful. Learn more about USU. 

The university provides a Dual Career Assistance Program to support careers for partners who are also seeking employment. Additionally, USU is committed to providing access and reasonable accommodations for individuals with disabilities. To request a reasonable accommodation for a disability, contact the university’s ADA Coordinator in the Office of Human Resources at (435) 797-0122 or hr@usu.edu. 

About the Region

U.S. News and World Report ranked Utah first for its strong economy, fiscal stability, education, and health care. Outstanding outdoor recreational opportunities abound throughout the state, including five national parks, 43 state parks and recreation areas, and 15 alpine ski resorts. The home of USU’s main campus, Logan, is a city of 54,000-plus people in a picturesque mountain valley 80 miles north of Salt Lake City. The Logan metro area claimed the top spot in the Milken Institute’s 2022 ranking for best-performing small cities in the nation. 

*updated 7/2023

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 Cody Carmichael, 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