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Event and Office Manager
3 months ago
**Working Title**:Event and Office Manager**
**State Role Title**:Administrative and Office Specialist III
**Position Type**:Full-time Staff (Classified)
**Position Status**:Full-Time
**College/Division**:University Events
**Department**: 100185 - University Events
**Pay Rate**:Pay Range
**Specify Range or Amount**: $40,000 - $44,000
**Is this a JMU only position? **No
**Is this a grant-funded position? **No
**Is this a Conflict of Interest designated position? **N/A
**Beginning Review Date**:07/01/2024
**About JMU**:
James Madison University is a publicly funded university with a beautiful campus and a supportive community that is committed to preparing students for the future. The university offers excellent comprehensive benefits which include paid vacation, sick, parental, and community service leave in addition to 19 paid holidays a year; affordable health insurance; retirement through the Virginia Retirement System. We also offer a work-life balance and integration program, Balanced Dukes, that is designed to support the overall wellbeing of our employees and a Tuition Waiver Program that allows employees to have tuition waived for undergraduate and graduate level courses taken at JMU.
Visit our Prospective Employee site to learn more about what makes JMU a great place to work: bit.ly/JMUEmployment
**General Information**:
Join our University Events team as the Event and Office Manager. The Event and Office Manager assists in planning and implementing multiple high-profile events that are the department's responsibility. These events include providing support to various units, offices, and programs, including the Office of the President, Provost, Vice President for Access and Enrollment Management, University Advancement, and Athletics. Among the key events are Commencement ceremonies twice a year, university-wide events and celebrations, the Madison Vision speaker series, hospitality suite for home basketball and football games, and others. This position will provide administrative duties and office management for the department.
**Duties and Responsibilities**:
- Essential Functions include:
- For assigned events, responsible for all aspects of event planning, including invitation design/mailings, logístical elements, database management, and day-of event management. Events include those hosted by the President and/or their spouse of the university to meet consistently high standards of protocol and detailed logistics. Other events include those for the JMU Board of Visitors, Academic Affairs, student body, Commencement, and others as needed. The Events and Office Manager works directly with JMU's Catering department, audio/visual companies, florists, and printers, as well as university administrators, staff, donors, and constituents.
- Assists in the event planning and management for all Commencement ceremonies annually.
- Performs a variety of office management duties with primary emphasis on maintaining the efficiency and effectiveness of office operations. Such duties support the UE team and operations, and serves as the assistant to the Director.
- Serves as the first point of contact for the University Events departmental inboxes (JMUGrad and University Events) and phone line.
Department Values:
1. Must demonstrate the Department's commitment to customer service, professional courtesy, adapting to change, stewardship of data, and confidentiality.
2. Maintain an effective, organized, and efficient office operation.
3. Effective interpersonal behavior demonstrated to students, staff, faculty and external customers, clients, and vendors.
4. Anticipate future needs and take the initiative to implement new policies and procedures.**Qualifications**:
- Strong knowledge of, and experience in, events planning and implementation.
- General knowledge of the higher education environment; effective skills on the Mac and using Microsoft Office suite required.
- Knowledge of various software programs and databases (Canva, Greenvelope, iModules, Microsoft Excel, Qualtrics/Question Pro).
- Knowledge of public relations and communications principles, etiquette, and protocol (personal, professional, international, and social.)
- Background in planning menus and logistics for both small and large-scale events.
- Should have experience with catering or banquet service with a hotel or restaurant.
- Strong project management skills, including the ability to set priorities, adequately manage simultaneous projects and complete projects on time.
- Demonstrated ability to multi-task and coordinate multiple projects concurrently, independently and collaboratively as a valuable team member.
- Demonstrated experience in writing and drafting communications materials for a diverse array of platforms.
- Strong verbal and interpersonal communication skills.
- Ability to work occasional weekends and evenings, occasional travel required and must have own car to travel off-campus for events.
- Knowledge of J
