Program & Events Coordinator

Position Title :

Program & Events Coordinator

Position Type : Regular

Regular

Hiring Range :

$22.02- $25.31 / hourly, commensurate with experience

Pay Frequency : Hourly

Hourly

ESSENTIAL DUTIES AND RESPONSIBILITIES

Provide administrative support to the Assistant Dean for Undergraduate Programs

The Program and Events Coordinator will provide general administrative support for the Assistant Dean of Undergraduate Programs and others serving the UG students. (60%)

General Administrative Support

Purchasing and expense processing / tracking for office and appropriate student expenditures (e.g., senior design grants, student organizations, peer advisors).

Provide support for School of Engineering undergraduate course scheduling processes.

Assist with engineering student organization requests and needs

Assist with undergraduate programs website and weekly undergraduate newsletter

Undergraduate Programs and Activities.

Provide general support for undergraduate programs

Provide support and leadership for UG activities as needed

Support Summer Orientation Sessions for new First Year and Transfer Students

Prepare Engineering advising and registration materials

Assist with set up and check in of Engineering sessions

Diversity, Equity, and Inclusion

In consultation with the Assistant Dean for UG Programs, provide general administrative help for the Programs Director for Diversity, Equity and Inclusion in STEM.

Manage student-facing events for the School of Engineering in collaboration with the Assistant Dean for UG Programs, the Director of Corporate and External Relations, and others in the School of Engineering’s Administration, including but not limited to the Dean, Associate Deans, Senior and Assistant Deans, and Directors. (40%)

Strategy and Purpose

in collaboration with the Undergraduate Assistant Dean and Associate Dean

Set the vision and strategy for student-facing School of Engineering events.

Define the objectives for each event and determine how those objectives will be achieved.

Establish a standard of professionalism and excellence.

Communication

Communicate SoE event information effectively with internal and external interested parties, and maintain regular communications throughout the planning with all stakeholders.

Ensure those impacted by any changes are involved and informed as early as possible in the process. Deliver final project summary to the Assistant Dean and other relevant parties.

Planning and leadership

Provide leadership and logistical support, and help resolve problems and conflicts.

Establish a spirit of collaboration and teamwork.

Keep those involved with the events focused on timely progress and final objectives.

Maintain a database for all SoE events, including objectives, methods, dates, etc.

Assess / evaluate strengths and weaknesses of events, and apply knowledge gained to the next event.

Implementation

Implement and execute events under their direction.

Prepare the project time line, schedule, and plan in collaboration with other constituents involved with all specified events.

In conjunction with the Assistant Dean, establish the budget for each event.

Oversee and provide logistical support for all specified events, including, but not limited to, room reservations, catering, media / sound, entertainment, decor, etc.

Ensure the overall success of all specified events, including event objectives and time and budget goals.

PROVIDES WORK DIRECTION

May supervise student employees, as needed.

GENERAL GUIDELINES

Recommends initiatives and implements changes to improve quality and services. Identifies and determines cause of problems;

develops and presents recommendations for improvement of established processes and practices. Maintains contact with customers and solicits feedback for improved services.

Maximizes productivity through use of appropriate tools; planned training and performance initiatives. Researches and develops resources that create timely and efficient workflow.

Prepares progress reports; informs supervisor of project status; and deviation from goals. Ensures completeness, accuracy and timeliness of all operational functions.

Prepares and submits reports as requested and required. Develops and implements guidelines to support the functions of the unit.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The items below are representative of the knowledge, skills, abilities, education, and experience required or preferred.

This position requires the ability to effectively establish and maintain cooperative working relationships within a diverse multicultural environment.

1.Knowledge

Proficiency with PCs, especially word processing, spreadsheets, and presentation software are essential (preferably Microsoft Word, Excel, and PowerPoint).

Experience with Workday, preferred

Experience with Concur, preferred

Experience with Astra Room Scheduling, preferred

Experience with Google Mail, preferred

Working knowledge of logistical requirements for successful events.

Working knowledge of contractual agreements required for events.

Working knowledge of the latest technologies employed for successful events.

Commitment to understand and support Santa Clara University’s distinctive Jesuit educational vision and willingness to model institutional values of competence, conscience, and compassion, in pursuit of its mission and goals

2.Skills

Excellent planning, organizational, and time-management skills are essential.

Excellent interpersonal, oral and written communication skills are essential, as well as a desire to provide excellent customer service.

Creative problem-solving skills are essential

Strong interpersonal skills with ability to deal with a wide variety of students, faculty, staff, and guests

Team and service-oriented individual with willingness to take initiative.

Proven organizational skills with ability to multi-task.

Dynamic team player.

Self-motivated, enthusiastic and persuasive.

Strength of character, honesty, and integrity.

3.Abilities

Ability to exercise judgment and maintain confidentiality on a wide spectrum of topics and issues.

Ability to multi-task and meet deadlines.

Ability to work in a diverse population

Ability to work under pressure

Ability to initiate and mange programs independently.

Ability to work a flexible schedule, as necessary.

Ability to effectively prioritize multiple tasks and able to meet deadlines in a fast-paced team environment.

4.Education

Bachelor’s Degree preferred

5.Years of Experience

Two or more years of related administrative experience or equivalent combination of education and experiences required.

PHYSICAL DEMANDS

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job.

In accordance with the Americans with Disabilities Act, as amended, the California Fair Employment & Housing Act, and all other applicable laws, SCU provides reasonable accommodations for qualified persons with disabilities.

A qualified individual is a person who meets skill, experience, education, or other requirements of the position, and who can perform the essential functions of the position with or without reasonable accommodation.

Considerable time is spent at a desk using a computer terminal.

May be required to travel to other buildings on the campus.

Ability to lift 20 lbs (boxes of copy paper) load onto a cart and move

May be required to attend conference and training sessions within Bay Area or in- or out-of-state location

WORK ENVIRONMENT

The work environment characteristics described below are representative of those an employee encounters while performing the essential functions of this job.

Typical office environment.

Mostly indoor office environment with windows.

Offices with equipment noise.

Some events are held outdoors and off campus.

May require working outside of normal 9 5 : 00 PM work week schedule and weekends for events