Event Assistant
Event Assistant
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Job Description
Overview
Event Services 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 work under the direction of the Event Coordinator overseeing Student events and logistics. This position will assist in preparing various logistical arrangements work order generation and billing for the events. Duties include multilevel planning customer service correspondence possible social media coordination with Marketing emailing risk management safety protocol generation customer billing database management and other activities related to event and group management and administration. This position will work directly with the USUSA representatives as well as with Campus Administration for student events. Presence at events is necessary.
Schedule:
- 20 Hrs/week during semesters and during Summer event season.
Working Schedule:
- Primarily between 8 a.m. 5 p.m. MF 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
Event Coordination:
- Assists with arrangements for meeting facilities lodging food service parking etc.
- Demonstrates excellent writing grammar editing and proofreading skills.
- Present at events on site or off site as needed to provide support.
- Assists with marketing/promotional aspects of the program and prepares event scripts and signage.
- Works to prepare venues and event sites with various organizations on campus.
- Serves as primary contact for the event sponsor and works closely with them on specific needs.
Database management
- Manages all documents related to the event including work order requests event notes contracts billing and other documents required.
- Facilitates communications for client and working crews for review and input.
Financial & bookkeeping
- Demonstrates knowledge of simple bookkeeping principles.
- Tracks and files expenditures and receipts as they occur.
- Records and files Purchasing Credit Card receipts following department and USU policies.
- Event closeout billing and reconciliation.
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 and works cohesively with supervisors.
- Keeps accurate timely legible notes of meeting and/or client discussions.
- Works closely with a wide variety of campus entities including Facilities Athletics Faculty Staff Students and Admins as it relates to events.
Qualifications
Minimum:
- Minimum of six months related office experience event planning experience event administration or hospitality/tourism Industryrelated experience.
Preferred:
- Preference will be given to candidates with experience in events program coordination and/or project management responsibilities.
- Preference will be given to candidates who have background in the general operations of the University as it relates to accounting purchasing auxiliary interface travel regulations and scheduling.
Knowledge Skills and Abilties:
- Ability to speak read write and communicate effectively with clients
- Ability to work unsupervised when needed and to fill in for the Assistant Director in some instances.
- Strong organizational skills and attention to detail.
- Strong working knowledge of Microsoft Word and Excel and the ability to learn how to work with other departmental systems for which training is provided.
- Ability to meet deadlines in a high stress environment and handle many tasks simultaneously.
- High level of initiative selfmotivation and a positive attitude.
- Strong clerical and record keeping skills; knowledge of filing systems and information management systems. Ability to prioritize assignments is critical.
- Ability to operate standard office equipment.
- Knowledge of basic accounting/bookkeeping practices and procedures.
- Ability and willingness to conform to department and event dress codes.
Required Documents
Along with the online application please attach:
1. Resume to be uploaded at the beginning of your application in the Candidate Profile under Resume/CV
**Document size may not exceed 10 MB.**
Advertised Salary
ADA
The position requires considerable physical activity. Employees must have sufficient strength to perform the duties and responsibilities of the position including heavy lifting 50 pounds) and/or pushing and pulling of heavy objects. Employees must be prepared to assume uncomfortable positions such as crawling kneeling and squatting. Additionally the work environment can include confined or narrow spaces. Employees must adhere to safety precautions and may be required to use protective equipment.
University Highlights
Founded in 1888 Utah State University is Utahs premier landgrant public service university. As an R1 research institution Utah State is dedicated to advancing knowledge and serving the public good through innovative research and scholarly activities that are grounded in reciprocal engagement with local regional and global communities. USU prepares students to be active civically engaged leaders who are prepared to address critical societal challenges. Dedicated to providing a highquality and affordable education USU remains a leader in research discovery and public impact.
USU enrolls 28900 students both online and in person atlocations throughout the state. Utah States 30 locations include a main campus in Logan Utah residential campuses in Price and Blanding and six additional statewide campuses along with education centers serving every county. USU Online educates students from all 50 states and 55 countries. For over 25 years USU Extension has served and engaged Utahns in all of Utahs counties.
Competing at the NCAA Division I level USU is a proud member of the Mountain West Conference and will join the Pac12 Conference beginning in theseason. The Aggies longstanding tradition of athletic and academic excellence is exemplified by conference championships in multiple sports reflecting USUs commitment to perseverance and achievement.
Utah State is dedicated to fostering a community where all individuals feel respected valued and supported. We seek to recruit hire and retain people from all walks of life who willchampion excellence in education research discovery outreach and believe that promoting a strong sense of community and belonging empowers and engages all members of USU to thrive and be recognized our commitment to employees when they namedUtah State the best employer in Utahin 2023.Learn moreabout USU.
The university provides aDual Career Assistance Programto support careers for partners who are also seeking is committed to providing access and reasonable accommodations for individuals with disabilities. To request a reasonable accommodation for a disability contact the universitys ADA Coordinator in the Office of Human Resources ator.
*updated 02/2025
Notice of Nondiscrimination
In its programs and activities including in admissions and employment Utah State University does not discriminate or tolerate discrimination including harassment based on race color religion sex national origin age genetic information sexual orientation gender identity or expression disability status as a protected veteran or any other status protected by University policy Title IX or any other federal state or local law.
The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USUs nondiscrimination policies:
Executive Director of the Office of EquityMatthew PinnerDistance Education Rm.
Title IX CoordinatorCody Carmichael Distance Education Rm.
Mailing address: 5100 Old Main Hill Logan UT 84322
For further information regarding nondiscrimination please visit or contact:
U.S. Department of EducationOffice of Assistant Secretary for Civil Rights
*updated 09/2023
Employment Type
Part-Time
