Administrative
- Employer
- University of Puget Sound
- Location
- Washington, United States
- Salary
- Salary Not specified
- Date posted
- May 11, 2022
View more
- Position Type
- Administrative, Business & Administrative Affairs, Conference & Special Event Administration
- Employment Level
- Administrative
- Employment Type
- Full Time
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Administrative & Events Coordinator
University of Puget Sound
Job ID: 6595
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 campus and 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, and collaborate on other
Cabinet and university events and initiatives.
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.
Ability to respectfully work,
communicate and provide leadership within a diverse campus
community.
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
Application Deadline: Review of application materials will begin immediately. Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.
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. All new hires will be required to submit proof of current COVID-19 vaccination (including booster) or receive an approved medical or religious exemption from the university.
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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