Program Assistant V: Special Events

Job description

Program Assistant V: Special Events

University of San Francisco

Job Summary:

Reporting to the Assistant Director of University Special Events, provide administrative support to the 4-member Department of Special Events within the Office of Development. Independent judgment and decision-making abilities required for planning, prioritizing, and organizing a diverse workload. This individual will support the planning, promotion and implementation of all matters relating to the Special Events department, which includes supporting the work of events.

The University of San Francisco offers a diverse community and excellent benefits which at this time include on-site gym membership, 15 days of paid holiday leave, tuition remission after one year of service, a competitive health plan and more.

Job Responsibilities:

Provide general administrative support to the Assistant Director and Director of Special Events.
Independently coordinate logistics for 50+ Development events, including on-site registration, coding of attendee lists, marketing efforts, and oversee all details related to execution of events.
Manage tracking and reconciliation of expenses for a program budget of $200K.
Support the overall goals of the Alumni & Donor Engagement unit by serving as a liaison to the Stewardship, Development Communications, and Alumni Engagement departments.
Draft, proofread, type, copy, distribute, and file correspondence and communications.
Schedule, arrange and coordinate meetings and events, which includes managing room reservations, catering, AV set-up, calendaring with multiple guests, document preparation, PowerPoint presentation preparation, and taking minutes.
Coordinate the Director’s calendar; schedule, arrange and coordinate conference calls.
Mange the Special Events general telephone and email, including researching and independently resolving questions and issues related to event inquires.
Schedule meetings with prospects, donors, volunteers, and University staff.
Employs effective follow-up systems to ensure that deadlines are met.
Manage sensitive information with the highest level of discretion and confidentiality.
Organize and maintain the department’s hard and/or electronic files, including office and event supplies.
Perform other related duties and projects as assigned.

Attend special events to provide day-of support.
Interface directly with vendors, university partners, Development departments, and external stakeholders, while maintaining positive working-relationships.
Manage and track event logistics, RSVPS, event payments, event registration sites, and the production of nametags and guests lists for events managed by Special Events.
Make basic updates to event pages on USF calendar website.
Prepare event emails in university’s email marketing system.
Prepare event registration sites in university’s event registration system.
Update and maintain event related data in Salesforce CRM software.
Train, mentor, and hire part-time USF student workers.
Act on behalf of the manager in their absence.
Recommend, develop, and implement new methods and policies to improve quality of events and office.

Minimum Requirements:

Post high school education preferred. Training or experience equivalent to five years of increasingly responsible work experience in a senior support role or related education.
Ability to travel locally, and work evenings and weekends.
Previous supervisory experience.
Excellent oral and written communication skills.
Team oriented with a strong habit of collaborating but also capable of working independently on projects with limited supervision.
Demonstrated attention to detail including exceptional deadline and project management skills and internal client management.
Experience managing a complex budget.
Proactive in anticipating the needs of guests, clients and vendors.
Comfortable with autonomy, change, and shifting priorities.
Crisis management and problem solving skills.
Advanced experience working with computer database systems, word processing (Microsoft Word) and spreadsheet (Microsoft Excel) software. Experience with mail merge preferred.
Must have a valid California Drivers License.

Additional Knowledge, Skills, and Abilities:

For information on how to apply, please visit the following link:

EEO Policy
The University of San Francisco is an equal opportunity institution of higher education. As a matter of policy, the University does not discriminate in employment, educational services and academic programs on the basis of an individual’s race, color, religion, religious creed, ancestry, national origin, age (except minors), sex, gender identity, sexual orientation, marital status, medical condition (cancer-related and genetic-related) and disability, and the other bases prohibited by law. The University reasonably accommodates qualified individuals with disabilities under the law.





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Job No:
Posted: 5/11/2018
Application Due: 5/25/2018
Work Type: