Office of Events 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 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.

1. Assists with facilitative aspects of conferences

• Prepares participant registration systems, materials and forms, working with registration team to monitor ongoing progress of registrants.
• Assists with arrangements for meeting facilities, lodging, food service, and parking, etc.
• Prepares course schedules, printing and copy services.
• Prepare course signage accurately and professionally prior to and during the summer.
• Demonstrates excellent writing, grammar, editing and proofreading skills.
• Be present at events, on-site or off-site as needed.
• Assist with marketing/promotional aspects of the program.

2. Abstract System and Speaker Management Specialist

• Administrates instructor abstract system, monitoring submissions and facilitating acceptance.
• Serves as primary contact with instructors, assisting with presentation needs.
• Prepare/Set-Up Abstract System.

3. Database management for conference and/or membership programs

• Manages client databases of attendees.
• Prepares and/or maintains registrant mailing lists; prepares/formats databases for final distribution following standard mailing regulations.
• Facilitate communications for campaigns, promotions, using database resources.
• Prepares merged mailings including letters, labels, or e-blasts as needed.

4. Assists with financial & bookkeeping aspects of conferences

• Prepares program summary files, filing and binding all conference paperwork assuring completeness, accuracy, and compliance with division procedures.
• Demonstrates knowledge of simple bookkeeping principles.
• Tracks and files expenditures and receipts as they occur.
• Records and files Purchasing Credit Card receipts, following policies.

5. Demonstrates excellent customer service and public relations skills

• Presents positive public relations image, by representing self in professional demeanor at all times.
• Maintains good working relationships with internal staff.
• Works cohesively with supervisors.
• Keeps accurate, timely, legible notes of meeting and/or client discussions.
• Assists with on-site registration as assigned, assuring high quality customer service.

6. Assists with office duties as assigned; assists with overflow work as assigned

• Handles general office duties willingly and regularly to ensure efficient office environment, including filing, scanning, emailing, photocopying, answering telephones,
  and using computers and printers.
• Maintains client and team confidentiality with respect to finances, fees, and other pertinent information, in a tactful and professional manner.

Minimum Qualifications

• Minimum of six months related office experience, meeting planning experience, group event administration, or hospitality/tourism industry-related experience..
• Ability to speak, read, write and understand English proficiently.

Preferred Qualifications

• Experience in group events, program coordination and/or project management responsibilities.
• Interest in a career in conference management and the hospitality and tourism industry.
• Interest in a long-term employment and advancement opportunities with the Conference Services team for the Office of Events at Utah State University.

Knowledge, Skills, and Abilities

• Ability to work unsupervised when needed and to fill in for the Program Coordinator in some instances.
• Strong organizational skills and attention to detail.
• 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.
• Willingness and ability to meet deadlines in a high stress environment and handle many tasks simultaneously.
• Excellent oral, written and interpersonal communication skills.
• High level of initiative, self-motivation and a positive attitude.
• Strong clerical and record keeping skills. Knowledge of filing systems and information management systems.
• Ability to operate standard office equipment to include copiers, telephone systems, computer data systems and printers.
• Ability to maintain confidential information.
• Knowledge of basic accounting/bookkeeping practices and procedures.
• Ability and willingness to conform to department and conference dress codes.

Along with the online application, please attach:

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

**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).

Outdoors, incumbents may not be protected from weather conditions and may be exposed to extreme heat and extreme cold. Additionally, indoor or outdoor work environments may include being confined or in narrow spaces for periods of time. The incumbent may also be exposed to loud noises or vibrations from equipment, and conditions that may affect the respiratory system, such as fumes, odors, dusts, mists, gases, and poor ventilation. Bending, crawling, and crouching may be required. Incumbents may be required to lift, push, and/or pull objects up to 50 pounds and be required to walk and/or stand for long periods of time.

Founded in 1888, Utah State University is Utah’s premier land-grant, public service university. As an R1 research institution, Utah State is dedicated to advancing knowledge and serving the public good through innovative research and scholarly activities that are grounded in reciprocal engagement with local, regional, and global communities. USU prepares students to be active, civically engaged leaders who are prepared to address critical societal challenges. Dedicated to providing a high-quality and affordable education, USU remains a leader in research, discovery, and public impact.

USU enrolls over 29,800 students, both online and in person at locations throughout the state. Utah State’s 30 locations include a main campus in Logan, Utah, residential campuses in Price and Blanding, and six additional statewide campuses, along with education centers serving every county. USU educates students from all 50 states and more than 80 countries. For over 100 years, USU Extension has served and engaged Utahns, serving every county in the state.

Competing at the NCAA Division I level, USU is a proud member of the Mountain West Conference and will join the Pac-12 Conference beginning in the 2026-2027 season. The Aggies’ long-standing tradition of athletic and academic excellence is exemplified by recent Mountain West regular-season and tournament championships in women’s volleyball, three consecutive Mountain West tournament titles in women’s soccer conference championships, and a first-ever conference championship for gymnastics, reflecting USU's commitment to perseverance and achievement.

Utah State is dedicated to fostering a community where all individuals feel respected, valued, and supported and where diversity of thought and culture are cultivated. 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. Forbes recognized our commitment to employees when they named Utah State the best employer in Utah in 2023. 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 a reasonable accommodation 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. 

*updated 12/2025

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, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.

Utah State University is an equal opportunity employer and does not discriminate or tolerate discrimination including harassment in employment including in hiring, promotion, transfer, or termination based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity, disability, status as a protected veteran, or any other status protected by University policy or any other federal, state, or local law.

Utah State University does not discriminate in its housing offerings and will treat all persons fairly and equally without regard to race, color, religion, sex, familial status, disability, national origin, source of income, sexual orientation, or gender identity. Additionally, the University endeavors to provide reasonable accommodations when necessary and to ensure equal access to qualified persons with disabilities.

In all circumstances, Utah State University follows state and federal laws related to sex-segregated spaces.

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:

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

U.S. Department of Education

Denver Regional Office

303-844-5695| OCR.Denver@ed.gov

U.S. Department of Education

Office of Assistant Secretary for Civil Rights

800-421-3481 |  OCR@ed.gov

*updated 10/2025