Logistics Assistant
Logistics Assistant
Posted on :
27-04-2025
Employer Active
1 Vacancy
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Monthly Salary
Not Disclosed
Salary Not Disclosed
Vacancy
1 Vacancy
Posted on :
27-04-2025
Job Description
Salary/Position Classification
- $45000 Annual NonExempt (Eligible for overtime)
- 40 hours per week
- 100 Remote Work Availability: No
- Hybrid Work Availability (requires some time on campus): Yes
Purpose of Position
This position is responsible for providing logistical support to the Office of Extended Learning Coordinators for Conferences Camps and Events (CCE) Planning. The Logistics Assistant will also provide logistical support to include pre and postevent logistics registration support name badge processes/attendee checkin reporting and overall logistical support for conferences camps and events.
Duties & Responsibilities
- Provide logistical support for all conferences camps and events that fall under the purview of the Office of Extended Learning.
- Assist coordinators to develop event logistical plans to ensure that all elements align with event goals processes and timelines.
- Assist coordinators to track agreements and contracts for conference speakers.
- Inform client of the UND Facility Use Policies and Procedures that they will need to follow if they are utilizing UND/oncampus facilities and services.
- Assist clients to complete and submit applicable approval forms when holding events on UND Campus (safety office parking office catering special event authorization forms etc.
- Create event timelines and checklists to ensure all tasks are completed on schedule.
- Maintain and track event space contracts through the system and file them as appropriate.
- Assist coordinators by working with vendors and other partners to stay on track with event processes and timelines.
- Coordinate next step actions with partners and thirdparty vendors to ensure event logistics are arranged and University safety/risk management policy and compliance requirements are met prior to event .
- Assist with setting up CCE registration sites into event management software system.
- Run registration reports for current registration sites and email to event contact person as outlined in the CCE Agreements.
- Utilize event management system and University financial process to manage payment collections and reconciliations.
- Assist with venue research coordinate site visits (when needed) communicate space needs and make recommendations to coordinators to evaluate potential event locations.
- Secure facility space reservations and communicate Information to the coordinator for on/off campus for conferences camps and events.
- Provide onsite event logistical support for all conferences camps and events to CCE coordinators clients and attendees.
- Support the coordinators with event setup and breakdown as needed ensuring all logistical elements are executed effectively.
- Work with UND Catering for food/beverage orders for oncampus events.
- Work with onsite event facilities on food/beverage orders for offcampus events/conferences
- Complete and submit applicable approval forms when holding events on UND Campus (safety office parking office catering special event authorization forms etc.
- Help manage onsite registration and assist attendees and vendors as needed.
- Coordinate with the assistance of the CCE Customer Service Representative to print name badges for each event.
- Maintain records and coordinate the pickup and drop off procedures for badges and carrying cases in coordination with the customer service representative and coordinators.
- Act as a point of contact for vendors as needed during the event assisting in resolving any logistical issues and answering any questions that may arise.
- Help monitor the event schedule providing support to ensure timelines are adhered to.
- Assist with setting up postevent evaluations in collaboration with the coordinators.
- Provide exceptional customer service to clients and attendees.
- Assist with onsite support at conferences/camps/events when required.
- Provide postevent and ongoing logistical support for all conferences camps and events and to CCE clients and attendees.
- Assist in gathering feedback from attendees and vendors to evaluate the events success and areas for improvement.
- Execute postevent customer service surveys and debriefing followups or meeting as deemed appropriate.
- Provide input on improving logistical processes based on experiences from past events.
- Contribute to postevent reports by compiling logistical data and summarizing outcomes.
- Produce and disseminate event summary documents (evaluations attendance sheets Continuing Education rosters etc. following camps conferences and events in coordination with the CCE Coordinators.
- Collaborate to complete and crosscheck CCE program dashboards for OEL.
- Reconcile attendance rosters with enrollment rosters and verify attendance within the CCE software system to verify attendance
- Assist in organizing and maintaining records of event materials vendor contracts and logistical resources.
- Help maintain positive relationships with vendors and venues for future event planning.
- Participate as an active team member within the Office of Extended Learning TTaDA and the University as a whole.
- Attend professional development activities as appropriate and in balance with work responsibilities.
- Participate actively in meetings and on committees and project teams as needed.
- Support the workplace culture of OEL by demonstrating the professional conduct and values expected of all Extended Learning team members.
- Work with other OEL team members to create timelines procedures and processes that can improve efficiencies and overall OEL team cohesiveness.
- Maintain a high level of productivity regardless of which work environment you are working in.
- Maintain a positive and professional attitude at all times.
Required Competencies
- Demonstrated excellence in customer service.
- Selfstarter motivated and able to work in a fastpaced environment that is heavily focused on conference success.
- Demonstrated ability in problemsolving sound decisionmaking and critical thinking skills.
- Demonstrated ability to work independently and prioritize tasks.
- Demonstrated ability to work as a team player.
- Excellent interpersonal skills.
- Demonstrated organizational and detailoriented skills.
- Excellent written and oral communication skills.
- Excellent typing and spelling skills including the use of professional grammar.
Minimum Requirements
- Associate degree and two years directly related experience in administrative clerical or related field; OR High School diploma with 4 years of administrative/clerical experience.
- Computer experience with email word processing internet Microsoft Office Suite and database software.
- Experience working with the public in a customer service role.
- Successful completion of a Criminal History Background Check
In compliance with federal law all persons hired will be required to verify identityand eligibility to work in the US and to complete the required employment eligibility verification form upon hire.This position does not support visa sponsorship for continued employment.
Preferred Qualifications
- Experience in conferences camps or events management.
- Experience with events management software such as vFairs
Employment Type
Full-Time
Key Skills
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