SENIOR EVENTS ASSISTANT
University of New Hampshire - Durham, NH

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The position of Senior Programs Assistant serves as a member of the team responsible for events and programs that promote the University's vision for advancement and engagement, and to actively engage internal and external constituents in experiencing the UNH spirit of discovery. Responsible for the overall administrative support and daily operations for the office of University Events and Programs (UEP) that include overseeing many lines of communications between staff members, work studies, clients and internal and external vendors. This position requires keen attention to detail, ability to take ownership and accountability for responsiblities, ability to take initiative, independent judgment and the ability to work collaboratively with others to ensure timely workflow.

Acceptable Minimum Qualifications
1. High school graduation and seven years of related experience involving duties of increasing responsibility requiring discretion and independent judgment, or Associate's Degree and five years of related experience, or a combination of higher education and related experience equal to seven years.

2. Advanced computer skills, including complex word processing, e-mail, spreadsheets, database management, use of search engines, keyboarding skills, and other software applications as required by hiring department/unit.

3. Effective written and oral communication skills.

4. Supervisory skills.

5. Experience in office management and event support

6. Willingness and ability to work both independently and in a collegial team environment.

7. Exceptional customer service skills

8. Effective management of time and efficiency working with multiple tasks in a fast-paced environment.

9. Able to exercise sound judgement and maintain a high-degree of attention to detail.

10. Ability to establish and maintain effective working relationships with faculty, staff, donors, alumni, students and the general public.

Additional Desirable Qualifications:
Knowledge of HTML, Banner, Photoshop, Publisher, and Drupal
Vendor relations
Experience working with volunteers

Equipment/Instruments

Additional Job Information:

Is this position responsible for the supervision of staff?
Yes, this position is responsible for supervision

If yes, what kind of staff does this person supervise?
Work Study Students/Hourly Students

Special Requirements:
Background check may be required prior to employment.

Safety Information
None applicable

EEO Statement
The University of New Hampshire is an Equal Opportunity/Equal Access/Affirmative Action institution. The university seeks excellence through diversity among its administrators, faculty, staff, and students. The university prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, veteran status, or marital status. Application by members of all underrepresented groups is encouraged.

EEO Information
50-Clerical and Secretarial

Additional Salary Information:
Hourly rate normally not to exceed the quartile.

Salary is complemented by a generous benefits package which includes medical, dental, retirement, tuition, and paid time off.

Duties/ Responsibilities
8 Records

Ranking
Duties/Responsibilities

Participate in the planning and implementation of an average of 50 events annually
**Monitor the database activity and events (or other department tools such as comprehensive timelines and policies) to ensure the processes and workflow tools are being used effectively. Inquire on status of projects that directly impact the position's responsibilities. Provide proactive support when necessary.
**Develop invitation and mailing lists. Requires special attention to guests' address preferences, using the database to track personal and professional information, and attendance at university events, preparing reports on attendance and event trends. Includes contacting over 30 different organizations at various times on an annual basis to keep up with changes in information and successfully manage content.
**Organize and expedite mailing process; including invitations, follow up material for attendees
**Manage event registrations, ranging in size from 20 to 300+ attendees.
**Strategize with team to manage increasing number of events on an annual basis, improve existing events, and streamline staff efforts.
**Produce customized reports for each event and prepare materials. This includes attendance reports, correspondence, nametags, event briefings, information packets, signage, labels using appropriate technology.
**Manage registration table and on-site staffing needs at events, including scheduling of volunteers, hourly and work study employees.
**Collaborate with other campus departments to promote programs and increase awareness.
**Assist with reconciling event budgets to match monthly reports.
**Schedule and coordinate event space at the Memorial Union Building, Huddleston Hall, Holloway Commons, etc. for annual events. Coordinate dates with the University President's Calendar and other internal departments and staff.

Manage all departmental calendars, which includes an internal department calendar, a calendar to provide our on campus partners an overview of upcoming events so they can plan accordingly and a master UEP calendar to inform our constituents of upcoming events and programs.

Supervision of work-study employees
**Create and assign tasks/projects (depending on skill level).
**Schedule and assign students for on-site event support and duties.
**Assess students work performance.

Responsible for keeping up to date on technology and implementing new tools that will enhance the department.

Coordinate database coding and updates collected via UEP.

Support and serve on various committees by preparing correspondence and other documents such as agendas, meeting minutes, report materials, research, presentation materials, etc.

Manage and update the online Community Resource Guide. Administrative support including managing office supply inventory, answering phones, copying, composing correspondence, assisting in the development and maintenance of standard computerized forms for departmental use, preparing comprehensive records of completed events. Attendance at staff meetings and brainstorming sessions.

Other duties as assigned.

University System of New Hampshire - 17 months ago - save job - copy to clipboard
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