Youth Program Assistant

Overview

The Office of Events is a growing department whose primary function is to assure the events hosted by Utah State University, "Exceed Expectations".

The Youth Program Assistant works under the direction of the Program Coordinator to provide logistical coordination and facilitation for the youth programs held on the USU Logan campus. The position will help with aspects of coordination, facilitation and assistance with various youth program events and work as a team member to assist all related program activities and special events.

The Youth Program Assistant will use discretion and independent judgment as well as exceptional customer service in the performance of program and event related activities. Youth Program Assistants will need to have exceptional organizational skills and work well in a high paced environment. Team members will be required to work weekends and holidays when events are on campus.

Office of Events will arrange for the incumbent to attain required certifications including food handler's permit, USU golf cart permit, USU driver training, Minors on Campus training, and CPR/First Aid certifications following the hiring process.

Schedule:

10-15 Hrs/week during semesters and 30-35 Hrs/week during summer event season.

Working

Schedule:

Primarily between 8 a.m.

- 5 p.m. M-F, however schedule will vary with event schedules, and will include some evenings, weekends, and holidays throughout the year. Ability and availability to travel is unlikely but may be required for some events or trainings.

Responsibilities

1. Office/Program Duties Percentage of Time: 65%

* Assists the program coordinator in the planning and onsite coordination of assigned youth program groups.

* Assists in coordination with USU vendors and local vendors for meals and other services.

* Assists in the final preparations of housing reports and memos to campus vendors.

* Typing participant evaluation summaries and preparing final evaluation reports.

* Data entry of participant information.

* Assists in the preparation and maintenance of team supplies and equipment.

* Assists in processing final payments to vendors (ensuring payments are made on time).

* Filing memos, receipts, invoices, and all other paperwork as instructed by the program coordinator.

* Participates in on campus vendor meetings throughout program season (May - July).

2. On-site Program Facilitation Percentage of Time: 20%

* Assists in conducting the check-in and check-out process for the residence halls.

* Assists in monitoring all meal functions, and activities.

* Assists in pre-inspection to ensure all meeting rooms and special event facilities are ready prior to group's arrival.

* Assists in the conducting and facilitation of Aggie Games (as needed), which are a series of outdoor games including volleyball, Frisbee, relay races, water games, climbing wall, etc.

* As assigned - assists in monitoring and/or facilitating a variety of indoor and outdoor group activities.

* Assists in mitigating risk, reporting damage and filling out incident and injury reports and keeping activity logs as assigned.

* Assists in the preparation of final financial reports.

* Assists in the conducting of welcome and orientation sessions for the entire group and the chaperones as needed.

* Learning and following department processes and procedures.

3. Assist the team with other duties as assigned. Percentage of Time: 15%

Qualifications

Preferred:

* Preference will be given to individuals who have experience working with youth ages 12-18.

* Strong clerical and record keeping skills.

Knowledge, Skills, and Abilities:

* Knowledge of basic accounting/bookkeeping practices and procedures.

* Ability to operate standard office equipment.

* Ability and willingness to conform to department and event dress codes.

* Ability to meet deadlines in a high stress environment and handle many tasks simultaneously.

* Ability to speak, read, write, and communicate effectively with clients

* Ability to work unsupervised when needed and to fill in for the Event Coordinator in some instances.

* Exceptional customer service abilities.

* Experience working in a team environment.

* Must be hard working, dependable, and…