Events and Administrative Coordinator

Overview

The mission of Campus Life is to enhance the holistic development and educational experience of all students. The Events and Administrative Coordinator will advance this objective by organizing and supporting a range of events sponsored by the Office of the Vice President for Campus Life and the Office of the Dean of Undergraduate Students. These events will take place at the University residence for the Vice President for Campus Life, as well as other locations on campus, and will engage undergraduate and graduate students.

This position will also provide administrative assistance in the Office of the Vice President for Campus Life, with responsibilities ranging from providing executive support for the Vice President and the Assistant Vice President for Planning and Administration to responding to inquiries from students, families, alumni, staff, and faculty.

This is a full-time, benefits eligible term position that reports to the Vice President for Campus Life.

Events (60%)

The Events and Administrative Coordinator manages the Vice President’s annual events calendar and supports select events that are sponsored by the Office of the Dean of Undergraduate Students (ODUS). These events include both small and large gatherings for the University community on campus and at the official residence for the Vice President for Campus Life. Event management responsibilities include:

• Collaborate with campus partners (e.g., Campus Dining, Facilities, Campus Life units, etc.) to plan and implement receptions, lunches, dinners, and other events.
• Create guest lists, prepare and send invitations, and develop communication materials to promote events.
• Coordinate menus and place orders, with attention to special dietary needs.
• Arrange rental equipment (tables, chairs, tents, etc.) and décor.
• Coordinate deliveries, event set-up, catering, audio-visual support, troubleshooting and other logistical aspects of events.
• Provide onsite event support as needed, including outside of regular business hours.
• Identify and contract with vendors, in a cost-effective manner.
• Project and track expenses within a defined budget
• Compile and assess student participation data.

Administrative (40%) The Events and Administrative Coordinator attends to administrative responsibilities throughout the year, often in coordination with the Executive Assistant. Administrative responsibilities include:

• Provide executive support for the Assistant Vice President for Planning and Administration and assist the Executive Assistant with calendar management for the Vice President for Campus Life. (e.g., calendar management, meeting coordination, and minutes, etc.)
• Field inquires and greets visitors to the Office of the Vice President for Campus Life
• Collect and produce materials for meetings and committees; prepare presentations and other materials in electronic or printed format.
• Provide administrative support to ODUS, including coordinating logistics for Commencement Committee meetings, monthly class officer meetings, and other departmental meetings and gatherings; responsibilities include arranging meeting spaces, coordinating catering and meals, and ensuring the successful planning and execution of meetings and gatherings.
• Help administer and report completion rates on required trainings for students, faculty, and staff.
• Serve as staff to committees and working groups.
• Maintain the Drupal based, Campus Life website and the Tiger Life website, as well as support communication efforts within and beyond the division.
• Other administrative duties as assigned.

Essential Qualifications

• Bachelor’s degree or equivalent experience
• 3+ years of event planning and administrative experience
• Strong organizational skills and ability to…