Logistics Assistant

Salary/Position Classification

• $45,000.00 annual, Non-Exempt (Eligible for overtime)
• 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability (requires some time on campus): Yes

Purpose of Position

This position is responsible for providing logistical support to the Office of Extended Learning Coordinators for Conferences, Camps, and Events (CCE) Planning. The Logistics Assistant will also provide logistical support – to include pre- and post-event logistics registration support, name badge processes/attendee check-in, reporting and overall logistical support for conferences, camps and events.

Duties & Responsibilities

• Provide logistical support for all conferences, camps and events that fall under the purview of the Office of Extended Learning.
  
  • Assist coordinators to develop event logistical plans, to ensure that all elements align with event goals, processes and timelines.
  • Assist coordinators to track agreements and contracts for conference speakers.
  • Inform client of the UND Facility Use Policies and Procedures that they will need to follow, if they are utilizing UND/on-campus facilities and services.
  • Assist clients to complete and submit applicable approval forms when holding events on UND Campus (safety office, parking office, catering, special event authorization forms, etc.)
  • Create event timelines and checklists to ensure all tasks are completed on schedule.
  • Maintain and track event space contracts through the system and file them as appropriate.
  • Assist coordinators by working with vendors and other partners to stay on track with event processes and timelines.
  • Coordinate next step actions with partners and third-party vendors to ensure event logistics are arranged and University safety/risk management, policy and compliance requirements are met prior to event execution.
  • Assist with setting up CCE registration sites into event management software system.
  • Run registration reports for current registration sites and email to event contact person, as outlined in the CCE Agreements.
  • Utilize event management system and University financial process to manage payment collections and reconciliations.
  • Assist with venue research, coordinate site visits (when needed), communicate space needs, and make recommendations to coordinators to evaluate potential event locations.
  • Secure facility space reservations and communicate Information to the coordinator for on/off campus for conferences, camps, and events. 

• Provide on-site event logistical support for all conferences, camps and events, to CCE coordinators, clients and attendees.
  
  • Support the coordinators with event setup and breakdown as needed, ensuring all logistical elements are executed effectively.
  • Work with UND Catering for food/beverage orders for on-campus events.
  • Work with onsite event facilities on food/beverage orders for off-campus events/conferences
  • Complete and submit applicable approval forms when holding events on UND Campus (safety office, parking office, catering, special event authorization forms, etc.)
  • Help manage on-site registration and assist attendees and vendors, as needed.
  • Coordinate with the assistance of the CCE Customer Service Representative to print name badges for each event.
  • Maintain records and coordinate the pick-up and drop off procedures for badges and carrying cases, in coordination with the customer service representative and coordinators.
  • Act as a point of contact for vendors as needed during the event, assisting in resolving any logistical issues and answering any questions that may arise.
  • Help monitor the event schedule, providing support to ensure timelines are adhered to.
  • Assist with setting up post-event evaluations in collaboration with the coordinators.
  • Provide exceptional customer service to clients and attendees.
  • Assist with onsite support at conferences/camps/events, when required.

• Provide post-event and on-going logistical support for all conferences, camps and events, and to CCE clients and attendees.
  
  • Assist in gathering feedback from attendees and vendors to evaluate the event’s success and areas for improvement.
  • Execute post-event customer service surveys and debriefing follow-ups or meeting as deemed appropriate.
  • Provide input on improving logistical processes based on experiences from past events.
  • Contribute to post-event reports by compiling logistical data and summarizing outcomes.
  • Produce and disseminate event summary documents (evaluations, attendance sheets, Continuing Education rosters, etc.) following