Program and Event Assistant

Description

Job Summary: Develops and improves the processes related to the events, programs, and entrepreneurial initiatives of the Programs and Services Division, continuously analyzing the processes and recommending improvements that will lead to efficiencies in operations.

Performs the following duties to coordinate Programs and Services Division's events and programs: room reservations and set-up, presenter assistance, development of contracts, budgeting, invoicing, catering arrangements, customer service, managing registration and attendance, and preparing and/or supporting social media in relation to these events and programs.

Performs the following duties to support the Programs and Services Division's entrepreneurial initiatives: development of contracts, budgeting, invoicing, and tracking of consortium partnerships.

Supports the Director of Teaching and Learning in the preparation of activities and events related to the arts, including the Rotating Art Gallery, Art on the Move, the Student Art Gallery, and the Arts Education Trust Board.

Serves as the internal Programs and Services Division expert with digital accessibility compliance, ensuring public-facing content and digital assets are accessible according to required standards.

Essential Functions:

• Develops and improves the processes related to the events and programs of the Programs and Services Division, continuously analyzing the processes and recommending improvements that will lead to efficiencies in operations. Able to articulately propose ideas to improve services and event quality.
• Maintain and monitor a master calendar of all Programs and Services Division events and programs.
• Management of all project elements within time limits and on budget.
• Develop and communicate flyers and marketing emails to promote Programs and Services Division events and programs.
• Prepare and support social media posts to promote future events and programs and to highlight successful past events and programs.
• Create and maintain key listservs for the purpose of marketing professional learning opportunities.
• Assist in designing, preparing, coordinating and distributing staff development programs and training workshops, various meetings, special events, and student events.
• Performs the following duties to coordinate staff development/training activities: room reservation and set-up, presenter assistance, booking accommodations, developing contracts, budgeting, invoicing, catering arrangements, customer service, and managing registration and attendance.
• Maintains files and records pertinent to programs and events offered by the Programs and Services Division.
• Develop, negotiate, and monitor contracts and agreements for various Programs and Services events and programs.
• Manage special budgets, procedures, communications, and materials for special programs, grants, consortia, and in-service programs.
• Supports the Arts Education Trust Board with board meetings and with initiatives including the Rotating Art Gallery and Art on the Move.
• Supports the Visual Arts Advisory Council in facilitating the Student Art Gallery and the spring reception.
• Provides administrative support to the Director of Teaching and Learning and to all other Programs and Services Division members who are scheduling programs and events.
• Supports entrepreneurial initiatives of the Programs and Services Division through the development of contracts, budgeting, invoicing, and tracking of consortium partnerships.
• Ensures all Programs and Services public-facing content and digital assets are accessible according to required standards.
• Fluency with Microsoft Word, Excel, and additional software platforms related to job description.
• Exceptional communication skills to liaise with clients, identify their needs, and ensure customer satisfaction.
• Commitment to compliance with all insurance, legal, health, and safety obligations.

Other Duties:
This position description does not express nor does it imply that the above duties are the only duties to be performed by the incumbent(s) in this position. Additional duties may be assigned by the Administrator of the department, as needed, to adapt to the changing needs…