Events and Services Associate

3 weeks ago

Bloomsburg, United States Mansfield University of Pennsylvania Full time

Please see Special Instructions for more details.
- Finalists for this position must communicate well and successfully complete an interview process.
- Completing this search is contingent upon available funding.

**Posting Details**:

- Posting Details**Posting Number**
- S160

**Classification Title**
- Management Technician

**Working Title**
- Events and Services Associate

**Department**
- Alumni/Career/Professional Engagement

**Home Campus**
- Bloomsburg

**Bargaining Unit**
- AFSCME - Agreement

**Work Location**
- Home Campus

**Position Type**
- Staff

**Temporary/ Permanent**
- Permanent

**Full-time/ Part-time**
- Full-Time

**If Part-time, specify percentage (Examples: 0.75; 0.50; 0.25)**

**Benefits**
The Pennsylvania State System of Higher Education provides a comprehensive package of employer benefits to eligible employees and their enrolled dependent(s), which include*:

- Medical and prescription drug benefits.
- Generous retirement plans, two options:

- Alternative Retirement Plan (ARP)
- State Employees’ Retirement System (SERS)
- Tuition benefits for employees and dependents.
- Paid time off.
- Employer-paid dental and vision benefits.
- Employer-paid life insurance.
- Voluntary insurances and additional retirement programs.

To be eligible for most benefits, you must be a permanent, full-time employee (including temporary, full-time faculty with at least an academic year contract) or a permanent, part-time employee (including temporary, part-time faculty with at least an academic year contract) who is scheduled to work every pay period for at least 50% of full-time hours.

**Start Time**
- 0800

**End Time**
- 1630

**Hours Per Week**
- 37.5 hours per week

**Days Worked (Check all that apply)**
- Mon, Tues, Wed, Thurs, Fri

**Salary**
- $44,010.00/annual in accordance with the AFSCME CBA

**Anticipated Start Date**
- July 8, 2024

**Anticipated End Date**
- None
- Position Summary Information**Position Purpose**
- Working closely with department directors, the incumbent acts as project manager responsible for planning and coordinating the logistics for all events and office operations for the Alumni and Professional Engagement Department. Provides administrative support to the AVP and the Alumni Association Board of Directors.

**Description of Duties**
Provides administrative support and project management leadership for the AVP and coordinates event planning and logistics for Alumni and Professional Engagement. The incumbent will work independently and collaboratively to execute events involving alumni and students locally, regionally and throughout the country.
1. Identify venues and negotiate contract details and prices for all services necessary to facilitate the event (physical event space and equipment, catering cost and menu, lodging, transportation and specialized services as required).
2. Collaborate with A&PE staff colleagues to develop communication and publicity pieces.
3. Facilitate event deposits and expenses.
4. Interface with webpages and event platforms to include development of event registration, credit card payment processing, preparing event queries and responding to event inquiries.
5. Maintain attendance records for all events and keep the alumni and professional engagement leadership team and other advancement staff informed as needed.
6. Serve as the primary contact person for production of events including registration, event materials, speakers, presentations, catering menus, seating charts and décor and facilitates on-site execution day of event.
7. Close out all events with a written report including attendance, volunteer listing, finances and summary of successes and challenges including recommendations for improvements, alternate solutions, or even discontinuing events.
8. Completes contact reports for all interactions with volunteers and partners to facilitate future engagement activities and opportunities.
9. Facilitates processes for corporate affinity and service program agreements including royalty and commission income deposits and contact information requests for use by affiliate groups as stipulated by contracts between Alumni Engagement and/or the University Foundation and affiliate groups.

11. Coordinates meeting logistics and provides administrative support for the BU Alumni Association Board of Directors.
**Office Operations** The position provides administrative support for the AVP, Alumni Association Board of Directors and coordinates office operations.
1. Utilizes University_ _budget systems and Foundation budget procedures to monitor Alumni and Professional Engagement budgets to include purchase requisitions, tracking invoices, payments and deposits.
2. Maintains inventory of office supplies and equipment.
3. Schedules conference calls and team meetings and prepares event and service related documents.
4. Answers phone and independently addresses routine communication and correspondence.
Greets visitors and directs specific inquirie

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