Administrative Program Specialist
University of Oregon - Eugene, OR

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Eugene o The University of Oregon Division of Student Affairs invites applications for a full-time Special Events Coordinator (Administrative Program Specialist).
o This is a classified position represented by SEIU local 503, Oregon Public Employees Union.
o University of Oregon positions that are at least half-time are eligible for excellent benefits, including health and dental, employer-paid retirement, and tuition benefits for employee or an eligible dependent, sick and vacation leave.
o Due to budgetary shortfalls, the person appointed to this position will be required to take unpaid furlough days between date of hire and June 30, 2013.
o This recruitment is open to any applicant who meets the qualifications listed below.

TO QUALIFY YOU MUST HAVE: ... two years of experience as an administrative specialist or executive support specialist which included administrative support for a project, program, or operation. Administrative support includes those duties beyond clerical/secretarial such as: interpretation of laws, rules, and regulations; administrative data collection and analysis; and evaluation of projects, processes, and operations; OR
... an equivalent combination of training and experience.

One year of education from an accredited college or university may be substituted for up to one year of the experience.

Required Qualifications:

* Two years of demonstrated experience in event planning and execution, including organizing, planning and directing both small and large-scale events.
* Demonstrated interpersonal skills exhibiting tact and diplomacy in establishing and maintaining cooperative, professional relationships with campus administrators, staff members, faculty members, vendors, support groups, donors, and the general public from diverse backgrounds and cultures.
* Demonstrated ability to work well in high pressure situations.
* Demonstrated writing and editing skills to compose social and business correspondence.
* Demonstrated computer software skills which include, database applications, spreadsheet and financial applications, word processing applications, event management, calendaring.
* Demonstrated analytical skills to identify problems and develop immediate and innovative solutions, including resourcefulness for substitutions and adjustments in unplanned situations.
* Ability to work independently or as part of a team; demonstrated experience directing, organizing and prioritizing own workload and those of others to meet required deadlines and objectives.

Preferred Qualifications:

* Bachelor's degree and previous experience working in higher education.

Please indicate your clerical skills on the attached Office Support Skill Code Sheet and submit with your application materials.

DUTIES & RESPONSIBILITIES: Reporting to the Director of Centralized Scheduling and Special Events, this position plans, coordinates, and implements University and Division-wide special events, programs, seminars, conferences, campaigns, and related large scale or highly visible offerings. Duties include:
... planning logistics and coordinating spring and summer commencement ceremonies, including facilitating physical set up, graduation program, VIP platform party, graduate assembly area, flowers, audiovisual, information booths, and entertainment; facilitating logistical aspects for Spring Commencement school, college, department ceremonies totaling 40 graduation ceremonies.
... recruiting, training, and coordinating volunteer commencement staff; leading meetings with school, college, departmental staff to ensure vision of commencement day is shared and details of departmental ceremonies proceed smoothly; working with supervisor establish and ensure follow-through of communication plan for campus partners, students and families; working collaboratively with internal and external vendors providing services to commencement ceremonies, including catering, facilities, public safety, audiovisual companies, florists, sound, external caterers, party rental agencies, and photographers; conducting post-commencement review of commencement planning and staffing to ensure quality improvements for subsequent years; ensuring that student and family perspective is included in commencement planning and evaluation process.
... planning, coordinating, and implementing all logistical aspects of Division-wide special events, programs, seminars, conferences, campaigns and related large scale or highly visible offerings; in the event that the UO football team participates in a BCS Bowl game or the National Championship game, helping to coordinate Student Affairs presence at the event, including coordinating the Student Affairs travel team, coordinating and managing student ticket distribution, organizing University Service Project, serving as Student Affairs liaison between the UOAA and Parent and Family Programs regarding bowl events; assisting in the development and management of assigned event budgets.
... providing direction and advice to division departments regarding appropriate protocol and procedures in the planning and implementation of special events; reviewing, researching, analyzing and evaluating events; making recommendations for improvement to enhance the quality of events and to assure that the University's and division's objectives are achieved.

SUPPLEMENTAL QUESTIONS: To assist us in making the selection for this position, please provide a brief response to the following questions on a separate sheet(s) of paper. Number your responses to correspond to the questions and describe experience and training related to each question. Make sure that any experience or training described in your responses are included on your application.

1. Describe your experience planning and executing small and large-scale events. Indicate the type and size of events, logistics involved, and your role.

2. This position represents the University of Oregon and the Division of Student Affairs in communication with UO staff, faculty, volunteers, vendors, support groups, donors, and members of the public. Describe experience that demonstrates your ability to communicate professionally with tact and diplomacy with a wide range of individuals from diverse backgrounds and cultures.

3. Describe your experience tracking a large volume of administrative detail with varying deadlines. Please give specific examples. Indicate your proficiency with database, spreadsheet, financial, word processing, event management, and calendaring applications.

SKILL CODE SHEET: You must also fill out a skill code sheet for this position. You can pick one up at Human Resources or print one out at

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