MassURC Conference Coordinator & Events Assistant
MassURC Conference Coordinator & Events Assistant
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Job Description
About UMass Amherst
The flagship of the Commonwealth the University of Massachusetts Amherst is a nationally ranked public land-grant research university that seeks to expand educational access fuel innovation and creativity and share and use its knowledge for the common good. Founded in 1863 UMass Amherst sits on nearly 1450-acres in scenic Western Massachusetts and boasts state-of-the-art facilities for teaching research scholarship and creative activity. The institution advances a diverse equitable and inclusive community where everyone feels connected and valuedand thrives and offers a full range of undergraduate graduate and professional degrees across 10 schools and colleges and 100 undergraduate majors. We believe every member of our university community can contribute to our ongoing success by striving for the highest level of excellence as we seek breakthrough solutions to mounting environmental social economic and technological challenges in our world.
Job Summary
The MassURC Coordinator and Events Assistant (Program Coordinator I) serves as the lead coordinator for the Massachusetts Undergraduate Research Conference (MassURC). The position is also responsible for supporting the planning and logistics for events and special projects year-round that enhance Commonwealth Honors Colleges stature and raise its visibility. Events include but are not limited to conferences student graduation recognition and award ceremonies student success events alumni events that include students faculty meetings faculty recruiting seminars lecture series signature college event and staff retreats meetings and events.
This position reports to the Director of Community Relations and Strategic Impact.
Essential Functions
MassURC
- Liaises with many campus contacts and other stakeholders across Massachusetts public institutions to facilitate the abstract review process between students and faculty sponsors.
- Manages the process of approving 800 student presentations.
- Coordinates all conference logistics and serves as on-site or virtual production manager coordinating venue staff vendors AV and catering; manages setup rentals poster displays and day-of troubleshooting.
- In collaboration with the CHC Director of Community Relations plans develops and executes all conference-related programming to include student presentations welcome and keynote address panel discussions and other special sessions.
- Serves as point-person for all speakers and manages any speaker needs: travel accommodations honoraria.
- Recruits assigns and directs Honors College staff and faculty to support day-of conference activities; hires trains and supervises undergraduate student assistants on an ongoing basis.
- Recruits and supports faculty volunteers for the Advisory Committee and conference roles; sets agendas and facilitates meetings with stakeholders committee members and staff.
- Supports the designof assessment instruments analyzes and evaluates the success of MassURC based on feedback from all conference constituents; produces executive reports for leadership and other major stakeholders to include proposed improvements to conference programs and operations.
Communications
- Promotes the conference in partnership with the CHC Director of Communications managing social media posters signage event app news releases and website content.
- Drafts and disseminates communications to key stakeholdersincluding legislators higher ed leadership faculty and studentsin coordination with University Relations.
- Plans and facilitates presenter support including workshops webinars and video recordings.
Events Management
- Coordinates event logistics with campus partners vendors and communications staff including AV/IT needs promotional items and catering aligned with event goals and dietary needs.
- Plans and supports guest visits including travel arrangements and on-site hospitality for distinguished guests.
- Handles event setup and cleanup including space reservation food service supplies and coordinating with custodial staff.
- Creates systems and procedures to enhance and streamline the event management process including technology and publicity. Regularly assesses the success of events and makes changes as necessary. Generates ideas for new events to help the college meet its strategic goals.
- Coordinates website and SharePoint updates with Communications and Administration team.
- Supports the CHC Thesis Experience coordinating thesis workshops and collaborating across Honors College units.
- Provides administrative and programmatic support to the student programs unit and Coordinator of Events and Programs.
Budget and Accounting
- Prepares and monitors the MassURC conference budget in coordination with supervisor the CHC Accountant and Assistant Dean of Administration & Finance.
- Identifies and negotiates contracts with event vendors: venue catering posters e-Posters event app printers.
- Works with statewide stakeholders on securing MassURC sponsorships.
- Develops and maintains campus partnerships and collaborations. Helps coordinate schedules meetings and collaborative programs and events as needed.
- Follows established CHC and University budgetary and purchasing processes.
Other Functions
- Performs related duties as assigned or required to meet Department College and University goals
- Represents MassURC at statewide leadership meetings as needed.
Minimum Qualifications (Knowledge Skills Abilities Education Experience Certifications Licensure)
- High School Diploma or equivalent and three years of related experience. An Associates degree or higher may substitute for two years of the required experience.
- Experience organizing and managing major events (especially complex in scope).
- Excellent organizational skills and attention to detail; ability to prioritize and balance work tasks in a demanding environment.
- Excellent problem solving and communication skills (written and verbal).
- High degree of independent action judgment and initiative.
- Excellent computer skills including thorough knowledge of Microsoft Word Excel Access and Adobe Acrobat Pro.
- Experience and familiarity with computerized databases and web-based applications.
- Capability of working successfully with a diverse population to communicate clearly and tactfully with faculty academic and non-academic professional and classified staff administrators students and the general public.
Preferred Qualifications (Knowledge Skills Abilities Education Experience Certifications Licensure)
- Bachelors degree.
- Two years conference experience.
- Two years experience in events and/or conference management including database management.
- Experience with marketing and/or graphics design.
Physical Demands/Working Conditions
Typical office environment.
Work Schedule
- Monday - Friday 8:30am - 5:00pm; 37.5 hours per week.
- Occasional evenings or weekends.
Salary Information
USA/MTA Grade 17.
Special Instructions to Applicants
Please include a cover letter (1) resume (2) and the names of three professional references (3)
Search will remain open until a suitable candidate pool has been identified.
The University of Massachusetts Amherst welcomes all qualified applicants and complies with all state and federal anti-discrimination laws.
Required Experience:
IC
Employment Type
Full-Time
