Program Assistant V: Special Events Assistant
Job Title:
Program Assistant V:
Special Events AssistantJob
Summary:
The University of San Francisco seeks a highly motivated, team-work driven, flexible candidate who thrives in a dynamic culture to serve as a Program Assistant for the Development division.
Under the supervision of the Manager of Administration, the Program Assistant (PA) provides administrative, communication, and event support to the Special Events team, Independent judgment and decision-making abilities required for planning, prioritizing, and organizing a diverse workload.
This individual will support the planning, promotion and implementation of all matters relating to the Special Events department, which includes supporting the work of events.
The University of San Francisco offers a diverse community and excellent benefits which at this time include on-site gym membership, 15 days of paid holiday leave, tuition remission after one year of service, a competitive health plan and more.
Full
Job Description:
JOB
Responsibilities:
Support the Special Event team in coordinating logistics for 50
Development events, including on-site registration, coding of attendee lists, marketing efforts, and oversee all details related to execution of events.
Design and build event registration templates for various alumni events Manage tracking and reconciliation of expenses for a program budget of $300K.
Draft, proofread, type, copy, distribute, and file correspondence and communications Schedule, arrange and coordinate team meetings which includes managing room reservations, preparing agenda items, AV set-up, calendaring, document preparation, and taking minutes as needed Manage the Special Events general telephone and email, including researching and independently resolving questions and issues related to event inquiries.
Employs effective follow-up systems to ensure that deadlines are met.
Manage sensitive information with the highest level of discretion and confidentiality.
Organize and maintain the department's hard and/or electronic files, including office and event supplies.
Perform other related duties and projects as assigned.
ADDITIONAL
Responsibilities:
Attend special events to provide day-of support.
Interface directly with vendors, university partners, Development departments, and external stakeholders, while maintaining positive working-relationships.
Manage and track event logistics, RSVPS, event payments, event registration sites, and the production of nametags and guests lists for events managed by Special Events.
Make basic updates to event pages on the USF calendar website.
Prepare event emails in the university's email marketing system.
Prepare event registration sites in the university's event registration system.
Update and maintain event related data in Salesforce CRM software.
Train, mentor, and hire part-time USF student interns.
Recommend, develop, and implement new methods and policies to improve quality of events and office.
MINIMUM REQUIREMENTS:
Post high school education is preferred.
Training or experience equivalent to five years of increasingly responsible work experience in a senior support role or related education.
Ability to travel locally, and work evenings and weekends.
Excellent oral and written communication skills.
Team oriented with a strong habit of collaborating but also capable of working independently on projects with limited supervision.
Demonstrated attention to detail including exceptional deadline and project management skills and internal client management.
Experience managing a complex budget.
Proactive in anticipating the needs of guests, clients and vendors.
Comfortable with autonomy, change, and shifting priorities.
Advanced experience working with computer database systems, word processing (Microsoft Word) Experience with mail merge preferred.
Advance level working with excel and or google sheets preferred Must have a valid California Driver's License.
Full-Time/Part-Time:
Full timePay Rate:
HourlySalary Range :
The hourly rate for this position is $30.
77.
Recommended Skills Administration Attention To Detail Confidentiality Decision Making Direct Marketing Microsoft Word Estimated Salary: $20 to $28 per hour based on qualifications.
Program Assistant V:
Special Events AssistantJob
Summary:
The University of San Francisco seeks a highly motivated, team-work driven, flexible candidate who thrives in a dynamic culture to serve as a Program Assistant for the Development division.
Under the supervision of the Manager of Administration, the Program Assistant (PA) provides administrative, communication, and event support to the Special Events team, Independent judgment and decision-making abilities required for planning, prioritizing, and organizing a diverse workload.
This individual will support the planning, promotion and implementation of all matters relating to the Special Events department, which includes supporting the work of events.
The University of San Francisco offers a diverse community and excellent benefits which at this time include on-site gym membership, 15 days of paid holiday leave, tuition remission after one year of service, a competitive health plan and more.
Full
Job Description:
JOB
Responsibilities:
Support the Special Event team in coordinating logistics for 50
Development events, including on-site registration, coding of attendee lists, marketing efforts, and oversee all details related to execution of events.
Design and build event registration templates for various alumni events Manage tracking and reconciliation of expenses for a program budget of $300K.
Draft, proofread, type, copy, distribute, and file correspondence and communications Schedule, arrange and coordinate team meetings which includes managing room reservations, preparing agenda items, AV set-up, calendaring, document preparation, and taking minutes as needed Manage the Special Events general telephone and email, including researching and independently resolving questions and issues related to event inquiries.
Employs effective follow-up systems to ensure that deadlines are met.
Manage sensitive information with the highest level of discretion and confidentiality.
Organize and maintain the department's hard and/or electronic files, including office and event supplies.
Perform other related duties and projects as assigned.
ADDITIONAL
Responsibilities:
Attend special events to provide day-of support.
Interface directly with vendors, university partners, Development departments, and external stakeholders, while maintaining positive working-relationships.
Manage and track event logistics, RSVPS, event payments, event registration sites, and the production of nametags and guests lists for events managed by Special Events.
Make basic updates to event pages on the USF calendar website.
Prepare event emails in the university's email marketing system.
Prepare event registration sites in the university's event registration system.
Update and maintain event related data in Salesforce CRM software.
Train, mentor, and hire part-time USF student interns.
Recommend, develop, and implement new methods and policies to improve quality of events and office.
MINIMUM REQUIREMENTS:
Post high school education is preferred.
Training or experience equivalent to five years of increasingly responsible work experience in a senior support role or related education.
Ability to travel locally, and work evenings and weekends.
Excellent oral and written communication skills.
Team oriented with a strong habit of collaborating but also capable of working independently on projects with limited supervision.
Demonstrated attention to detail including exceptional deadline and project management skills and internal client management.
Experience managing a complex budget.
Proactive in anticipating the needs of guests, clients and vendors.
Comfortable with autonomy, change, and shifting priorities.
Advanced experience working with computer database systems, word processing (Microsoft Word) Experience with mail merge preferred.
Advance level working with excel and or google sheets preferred Must have a valid California Driver's License.
Full-Time/Part-Time:
Full timePay Rate:
HourlySalary Range :
The hourly rate for this position is $30.
77.
Recommended Skills Administration Attention To Detail Confidentiality Decision Making Direct Marketing Microsoft Word Estimated Salary: $20 to $28 per hour based on qualifications.
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