Summer Citizens Program Assistant

Overview

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.

Responsibilities

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.

Qualifications

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-