Administrative and Events Coordinator

Employer
University of Puget Sound
Location
Washington, United States
Salary
Salary Not specified
Posted date
Aug 27, 2021

View more

Position Type
Executive, Chancellors & Presidents
Employment Level
Administrative
Employment Type
Full Time


Administrative and Events Coordinator
University of Puget Sound
Job ID: 6067
Location: President's Office
Full/Part Time: Full Time
Regular/Temporary: Regular

Staff Posting Details
Appointment: Regular, full-time (1.0 FTE). Position is required to work five days a week. Position could be part-time ( 0.75 FTE or .80 FTE) for the right candidate to provide some flexibility.

Position Summary:

The Administrative and Events Coordinator is an essential member of the Office of the President team, providing important executive-level support for office management and operations, and responsible for event and hospitality management for office-sponsored events and community engagement projects. Reporting to the Director of the Office of the President and Community Liaison Officer, the Coordinator serves an important public relations role both within and beyond the university, and ensures the operation of an effective, productive, welcoming and culturally-aware office; interacts directly with a wide variety of campus constituents and guests; possesses both administrative expertise and experience working in hospitality or event-related management; and supervises a part-time work-study student. The Coordinator is expected to work both collaboratively and independently, with minimal supervision; maintain confidentiality; and provide backup coverage for the president's executive assistant when needed.

Essential Job Functions and Responsibilities:

Office Administration
  • Manage office operations: set a welcoming tone, greet visitors, respond to email and phone calls, secure supplies, process mail and invoices, monitor budgets, arrange meetings, for Director of the Office of the President and the Chief of Staff.
  • Maintain electronic filing system/document management and share drives for Office of the President.
  • Work closely with the Office of the Secretary of the Board of Trustees on preparations for board meetings.
  • Develop tools and tracking to optimize the performance of the office.
  • Provide research support to the Director of the Office of the President and the Committee on Honorary Degrees, which vets and brings forward nominations for honorary degree recipients.
  • Manage archival files for the Office of the President; distribute appropriate materials to University Archives; appropriately dispose of sensitive material.
  • Update President's website as needed.
  • Maintain the Office of the President and Office of Communications emergency response plans; participate in campus emergency response drills twice per year. Ensure that the Office of the President and Office of Communications emergency supplies are regularly replenished.
  • Provide vacation coverage/backup for the President's executive assistant, including calendar management, travel arrangements, and initial drafts of correspondence if needed as well as proofreading and editing. Attention to detail is essential.

Community and Government Relations
    Work closely with the Community Liaison Officer on the building and maintenance of a community connections portfolio, regularly interacting with community members and key constituents. Maintain database of civic leaders, legislators, and other key constituents with whom the Office of the President interacts. Make arrangements for community groups hosted on campus, such as North End Neighborhood Council and City Club, and for local, state and federal entities, accrediting bodies and higher education organizations. Assist with research and correspondence related to trade organizations, including Independent Colleges of Washington and the National Association of Independent Colleges and Universities. Prepare meeting materials, such as agendas, Powerpoint presentations, or other media. Participate in regular training related to diversity, equity, inclusion and anti-racism.

Event Management
  • With direction and input from colleagues in the Office of the President, coordinate all Office of the President-sponsored activities and events, including professional conferences and annual events such as Commencement, Civic Leaders' Reception, President's Welcome, Pierce Lectures in Public Affairs and the Arts, and more.
  • Manage event details/logistics such as promotion, invitations, table assignments, on-site event management, program cues, room reservations and setups, menus, decor, and other event production details.
  • Partner with the Residence Manager and others as needed on events hosted by the President.
  • Flexibility and ability to work a varied schedule is essential.

Qualifications:
    College degree preferred. 5+ years of experience in executive administrative assistance and in hospitality/event management required. Excellent verbal and written communication skills with a high level of attention to accuracy and detail, and a friendly, customer service-oriented demeanor. Proficiency in MS Office suite, Google and Adobe products; familiarity with database management preferred; familiarity with content management systems (such as Drupal) a plus. Ability to work collaboratively and independently in a dynamic environment that requires flexibility, responsibility, and a can-do spirit. Adept at building working relationships in order to facilitate work and be a proactive team player with demonstrated success in taking initiative to accomplish tasks. Discretion in working with senior executives on sensitive and confidential matters. Superior interpersonal and cultural competency skills and be able to exercise independent judgment and good discretion. A high degree of diplomacy is required. Excellent organizational, administrative, and time management skills. A passion for education and, in accordance with the university's Statement Against Racism and Discrimination, a commitment to making our campus community and the broader world more just, humane, inclusive, and welcoming.

Compensation and Benefits: Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.

Puget Sound offers a generous benefits package. For more information, visit: https://pugetsound.edu/human-resources/benefits

This position is non-exempt from the provisions of the Fair Labor Standards Act.

Application Deadline: Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified. Interested individuals are encouraged to submit application materials no later than September 13, 2021 to ensure consideration.

Required Documents:
    Resume Letter of Interest

Applications submitted without the required attachments will not be considered.

All offers of employment are contingent on successful completion of all required background checks and if applicable for the position, drug screen, physical test and functional assessment. All new hires will be required to submit proof of COVID-19 vaccination or approved exemption.

Diversity Statement:
    We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives. We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community. We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.

Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: https://pugetsound.edu/about-puget-sound-0/mission-core-values/institutional-equity-diversity

The University of Puget Sound is an equal opportunity employer.


How to Apply
For complete job description and application instructions, visit: www.pugetsound.edu/employment

About Puget Sound
Puget Sound is a selective national liberal arts college in Tacoma, Washington, drawing 2,600 students from 48 states and 20 countries. Puget Sound graduates include Rhodes and Fulbright scholars, notables in the arts and culture, entrepreneurs and elected officials, and leaders in business and finance locally and throughout the world. A low student-faculty ratio provides Puget Sound students with personal attention from faculty who have a strong commitment to teaching and offer 1,200 courses each year in more than 40 traditional and interdisciplinary fields, including graduate programs in occupational and physical therapy and in education. Puget Sound is the only nationally ranked independent undergraduate liberal arts college in Western Washington, and one of just five independent colleges in the Pacific Northwest granted a charter by Phi Beta Kappa, the nation’s most prestigious academic honorary society. Visit "About Puget Sound" (http://www.pugetsound.edu/about) to learn more about the college.

As a strategic goal and through our core values, University of Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. EOE/AA





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