Youth Program Assistant

Overview

Event Services is a growing department whose primary function is to ensure the events hosted by Utah State University, "Exceed Expectations".The primary purpose of this position is to work under the direction of the Event Coordinator overseeing youth events and logistics. This position will assist in preparing various logistical arrangements, work order generation, event on site support, and billing for the events. Duties include multi-level planning, customer service, correspondence, possible social media coordination with Marketing, emailing, risk management, safety protocol generation, customer billing, database management, and other activities related to event and group management and administration. This position will work directly with Campus Administration and third parties for youth events.

• Schedule: 10-15 Hrs/week during semesters and 30-35 Hrs/week during summer event season.
• Working Schedule: Primarily between 8 a.m. – 5 p.m. M-F, however schedule will vary with event schedules, and will include some evenings, weekends, and holidays throughout the year. Ability and availability to travel is unlikely but may be required for some events or trainings.

Responsibilities

Event Coordination

• Assists with arrangements for meeting facilities, lodging, food service, parking, etc.
• Demonstrates excellent writing, grammar, editing, and proofreading skills.
• Present at events, on site or off site, as needed to provide support.
• Works to prepare venues and event sites with various organizations on campus.
• Serves as primary or secondary contact for the event sponsor and works closely with them on specific needs.

Database management

• Manages all documents related to the event including work order requests, event notes, contracts, billing, and other documents required.
• Facilitates communications for client and working crews for review and input.

Financial & bookkeeping

• Demonstrates knowledge of simple bookkeeping principles.
• Tracks and files expenditures and receipts as they occur.
• Records and files Purchasing Credit Card receipts, following department and USU policies.
• Event closeout billing and reconciliation.

Customer service and public relations skills

• Presents positive public relations image by representing self in professional demeanor at all times.
• Maintains good working relationships with internal staff and works cohesively with supervisors.
• Keeps accurate, timely, legible notes of meeting and/or client discussions.
• Works closely with a wide variety of campus entities, including Facilities, Athletics, Faculty, Staff, Students and Admins as it relates to events.

Qualifications

Minimum Qualifications:

• Minimum of six months related office experience, event planning experience, event administration, or hospitality/tourism Industry-related experience.
• Strong organizational skills and attention to detail.
• Strong working knowledge of Microsoft Word and Excel and the ability to learn how to work with other departmental systems for which training is provided.
• High level of initiative, self-motivation, and a positive attitude.
• Strong clerical and record keeping skills; knowledge of filing systems and information management systems. Ability to prioritize assignments is critical.

Preferred Qualifications:

• Preference will be given to candidates with experience in events, program coordination, and/or project management responsibilities.
• Preference will be given to candidates who have a background in the general operations of the University as it relates to accounting, purchasing, auxiliary interface, travel regulations, and scheduling.

Knowledge, Skills, and Abilities:

• Knowledge of basic accounting/bookkeeping practices and procedures.
• Ability to operate standard office equipment.
• Ability and willingness to conform to department and event dress codes.
• Ability to meet deadlines in a high stress environment and handle many tasks simultaneously.
• Ability to speak, read, write, and communicate effectively with clients
• Ability to work unsupervised when needed and to fill in for the Event Coordinator in some instances.

Required Documents

Along with the online application, please attach:

Resume to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV” 

**Document size may not exceed 10 MB.**

Advertised Salary

$13.00 per hour, Commensurate with experience

ADA

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes.  The employee is regularly required to sit and often uses repetitive hand motions.  

University Highlights

Founded in 1888, Utah State University is Utah’s premier land-grant, public service university, with a strong commitment to excellence, access, and inclusion, empowering people to lead successful lives of involvement, innovation, and impact. Utah State provides high-quality education to 27,500-plus students locations throughout the state, including at three residential campuses, eight statewide campuses, and 23 education centers. USU Online educates students from all 50 states and 55 countries. For over 25 years, USU Extension has served and engaged Utahns in all of Utah’s counties. As an R1 research institution, Utah State is dedicated to advancing knowledge through research and scholarly activities, providing a high-quality undergraduate and graduate education at an affordable price.

Utah State is committed to cultivating a community of inclusive excellence where all perspectives, values, cultures, and identities are acknowledged, welcomed, and valued. We seek to recruit, hire, and retain people from all walks of life who will champion excellence in education, research, discovery, outreach, and service. We believe that promoting a strong sense of community and belonging empowers and engages all members of USU to thrive and be successful. Forbes recognized our commitment to employees when they named Utah State the best employer in Utah in 2023. Learn more about USU. 

The university provides a Dual Career Assistance Program to support careers for partners who are also seeking employment. Additionally, USU is committed to providing access and reasonable accommodations for individuals with disabilities. To request a reasonable accommodation for a disability, contact the university’s ADA Coordinator in the Office of Human Resources at (435) 797-0122 or hr@usu.edu. 

About the Region

U.S. News and World Report ranked Utah first for its strong economy, fiscal stability, education, and health care. Outstanding outdoor recreational opportunities abound throughout the state, including five national parks, 43 state parks and recreation areas, and 15 alpine ski resorts. The home of USU’s main campus, Logan, is a city of 54,000-plus people in a picturesque mountain valley 80 miles north of Salt Lake City. The Logan metro area claimed the top spot in the Milken Institute’s 2022 ranking for best-performing small cities in the nation. 

*updated 04/2024

Notice of Non-discrimination

In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.

The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USU’s non-discrimination policies:

Executive Director of the Office of Equity Matthew Pinner, discrimination@usu.edu, Distance Education Rm. 401, 435-797-1266

Title IX Coordinator Cody Carmichael, titleix@usu.edu, Distance Education Rm. 404, 435-797-1266

Mailing address: 5100 Old Main Hill, Logan, UT 84322

For further information regarding non-discrimination, please visit https://equity.usu.edu/, or contact:

U.S. Department of Education, Office of Assistant Secretary for Civil Rights, 800-421-3481, OCR@ed.gov

*updated 09/2023