Events Specialist

Apply for Job Job ID363913 LocationTwin Cities Job FamilyLR-Clerical Full/Part TimeFull-Time Regular/TemporaryRegular Job Code1826 Employee ClassAFSCME Unit 6 - Clerical Add to Favorite Jobs Email this Job About the Job This position is housed in the College of Continuing and Professional Studies (CCAPS) and reports to the College in the Schools (CIS) Program Manager. The person in this position will work primarily with CIS on the Twin Cities East Bank campus. The primary responsibilities include: Supporting CIS faculty coordinators, faculty coordinator assistants, and CIS program staff in preparation for half of the 150-200 events that CIS hosts annually. Managing the receipt and storage of event related documentation, including room reservations, catering orders, purchases, and payments. Serves as a first point of contact for questions about CIS, fielding phone and email inquiries from the general public. Provides administrative support, as needed. This position offers a flexible work arrangement as a hybrid position and has the unique opportunity to help shape the student experience. The general working hours are Monday-Friday 8:30AM-4:30PM with some variability depending on events. Work for a phenomenal team and College that's student and staff-centered! The search committee will begin reviewing applications the week of August 26th and will continue until the position is filled. The salary range for the position is $45,115-$47,000 DOQ. This is a union represented position within the AFSCME Clerical and Office Unit. Duties: Events Support _ _ _ 70% Communicate with faculty coordinators, faculty coordinator assistants, event attendees, student workers, and CIS program staff to understand the event-support needs for 75-100 annual on-campus and web-based events; Support and document the planning of 75-100 annual on-campus and web-based events; meet regularly to discuss the status of upcoming events. Make room reservations for 75-100 events per year, ensuring locations are accessible and appropriate for the number of attendees. Prepare and place catering orders, and follow up with caterers as needed for 75-100 events per year. Assist with other event-related administrative tasks, such as requesting payments for event speakers, purchasing materials, requesting AV equipment, and preparing and delivering materials. Assure event-related spending follows budget guidelines Document progress on event-related tasks in CIS drives and databases. Help maintain CIS public-facing calendar of events, updating with event details. Support CIS staff at in-person events and ensure that people of all backgrounds, identities, and abilities feel welcomed and included. Assists with CCAPS-wide events, as needed. Administrative Support 30% Monitor CIS general email inbox and office phone line. Respond to frequently asked questions from the general public and explain policies and procedures. Route complex questions to the appropriate person. Suggest and implement administrative efficiencies, such as the organization of electronic files, creation of fillable forms, improving process documentation, etc. Serve as Chrome River resource for faculty coordinators, faculty coordinator assistants and CIS staff in submitting for expense reimbursement and claiming mileage reimbursement. Assist CIS staff with administrative activities, as assigned. Staff the unit-wide in-person front desk and provide reception, as assigned. Qualifications REQUIRED: Two year associate's degree or High School Diploma/GED and two years of related office and administrative experience. Training/education may be substituted for some of the years of experience. Demonstrated written, verbal, and interpersonal communication skills. Demonstrated ability to use office software and collaboration tools such Microsoft Office software, Google Collaboration Tools, and Zoom. Organizational skills and the ability to learn new tasks, remember processes, maintain focus, complete tas s independently, and make timely decisions in the context of a workflow. Demonstrated knowledge and skills and commitment to diversity, equity, and inclusion and working with diverse audiences. Ability to work at various locations in the Twin Cities metropolitan area, when required. Work is performed in an office environment and requires the ability to operate standard office equipment such as computers, printers, cameras, microphones, and keyboards. Must have the ability to lift and carry parcels with or without the aid of a moving device, packages and other items, and to walk short distances. PREFERRED: 1-2 years experience in event administration and planning Ability to organize and prioritize tasks and projects Experience managing a budget. Experience using custom databases for complex recordkeeping Are you excited about this job and meet the required qualifications, but your past experience does not align perfectly with every preferred qualification? Studies have shown that women and people of color are less likely to apply to jobs unless they meet every single qualification. If this is you, we strongly encourage you to apply because you just may be the right candidate for this role. About the Department In CCAPS you'll find a flexible, hybrid work environment and supportive colleagues who are committed to empowering lifelong learners to achieve their educational goals in a learner-centric environment where diverse ideas, backgrounds, and identities are embraced. CCAPS has a large and diverse portfolio of program offerings, including bachelor's and master's degrees, professional development offerings for practitioners, pre-college programs for high school students, English language programs, and lifelong learning for personal enrichment. Across all the work done in and by CCAPS, we strive daily to live our core values of Access, Learning, Inclusivity, Collaboration, and Excellence. Benefits Working at the University At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work. The University also offers a comprehensive benefits package that includes: Competitive wages, paid holidays, and generous time off Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program Low-cost medical, dental, and pharmacy plans Healthcare and dependent care flexible spending accounts University HSA contributions Disability and employer-paid life insurance Employee wellbeing program Excellent retirement plans with employer contribution Public Service Loan Forgiveness (PSLF) opportunity Financial counseling services Employee Assistance Program with eight sessions of counseling at no cost Employee Transit Pass with free or reduced rates in the Twin Cities metro area Please visit the Office of Human Resources website for more information regarding benefits. How To... For full info follow application link. The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds. The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu.