1) Plan, organize and execute events for the 3 M.A. programs in communication with program leadership, faculty and staff.
2) This can include handling catering orders, coordinating with vendors, securing space, designing invitations, creating flyers or brochures, promoting events, procuring supplies, arranging transportation and ensuring clean-up for workshops, presentations, conferences, meetings and social events throughout the year.
3) It includes keeping track of expenses and using routine procedures to ensure vendors are paid. Examples of events include staff orientation, end-of-year faculty and staff dinners, the CIR trip to Washington DC, the MAPSS midterm pizza party, Computation poster presentations and CIR second-year presentations, but other meetings and events arise throughout the year.
4) Play a leading role in the organization and execution of major annual events such as student orientation and Campus Days. 5) Support program leadership, faculty and graduate student preceptors with administrative needs throughout the year. This includes scheduling rooms for teaching and administrative use, and occasionally photocopying and/or assisting with the preparation of course materials.
6) Serve as the designated liaison to the Registrarâ™s Office and manage all course scheduling for the three M.A. programs.
7) This includes regular communication with faculty about course descriptions, times and class sizes; submitting information to the Registrarâ™s Office on schedule; submitting revisions when teaching plans change; and communicating with contacts at the Registrarâ™s Office when necessary.
8) Schedule the use of program-designated spaces Saieh 242, Saieh 247 and Pick 118 for program needs in communication with the Registrarâ™s Office.
9) Manage quarterly course evaluations for program faculty.
10) Manage end-of-year program exit surveys and produce reports of survey results.
11) Convey to program leadership any student, faculty or administrative/academic problems that arise.
12) Build and maintain relationships with on-campus offices dedicated to student support and work with those offices to bring support services to our students.
13) In communication with program leadership, plan, organize and execute social events on a quarterly basis to sustain student engagement and morale.
14) Produce and send a bi-quarterly digest or newsletter to students sharing information about support services on-campus as well as upcoming events, workshops and meetings dedicated to helping students thrive emotionally and mentally while in graduate school.
15) Post and keep current student resources and upcoming student wellness events on the program websites.
16) Maintain up-to-date information on campus resources and direct individual students to appropriate resources when necessary.
17) Answer student inquiries in person, over email or by phone, redirecting students to appropriate staff or other University offices when necessary.
18) Monitor the student lounge, making sure it is well-provisioned, responsibly used and properly maintained.
19) This includes making coffee in the lounge on weekday mornings.
20) Manage and maintain program email listservs. Maintain and update program websites as directed by program leadership.
21) Order provisions for two kitchen spaces, order office supplies for program faculty and staff, and maintain a well-stocked cabinet of commonly used office supplies.
22) Verify, maintain and keep current all building directories of program faculty and staff, with names, titles, office addresses and contact information.
23) Assist with other general administrative tasks as needed.
24) Post and keep current University announcements of interest to students on the bulletin boards in the student lounge.
25) Design and solicit content for alumni newsletters on a bi-annual basis and distribute to alumni.
26) In collaboration with senior staff, organize and execute bi-quarterly events for the Alumni Connect program.
27) Serve as the staff liaison to the MAPSS Alumni Board, assisting board leadership with securing space for on-campus meetings and events, and any other needs that must be completed by University staff.
28) Monitor Alumni Board spending and follow procedures to ensure vendors are paid.
1) The Administrative and Event Program Specialist is a detail-oriented individual who performs successfully in a fast-paced and demanding work environment.
2) This individual manages interpersonal relationships and communicates with clarity, tact and courtesy in interactions with staff, faculty, students and others.
3) S/he/they has excellent English communication skills, both oral and written.
4) S/he/they is able to manage multiple tasks simultaneously, identify priorities, and work independently.
5) This individual works effectively with supervision and as part of a team.
6) S/he/they is able to use or learn a range of position-related software applications.
7) Knowledge of position-related software such as Microsoft Word, Web Express, Excel, Qualtrics and the equation function of Microsoft Word is preferred.
8) S/he/they has strong interpersonal skills, including the ability to be consistently friendly, professional, attentive and helpful.
9) S/he/they has strong analytical and problem-solving skills.
10) Knowledge of academic administrative principles and procedures.
11) S/he/they is able to maintain confidentiality and exercise discretion in handling sensitive matters.
1) Bachelorâ™s degree.
1) Excellent writing and communication skills.
Hyde Park campus. Core hours: 8:30 am â” 5:00 pm. Occasional weekend and evening hours are required to support program events.
2) Cover Letter
3) Reference Contact Information
4) 3-5 Page Writing Sample
NOTE: When applying, all required documents MUST be uploaded under the Resume/CV section of the application.
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