Temporary Events and Office Coordination and Support

4 weeks ago

Philadelphia, United States Drexel University Full time
Temporary Events and Office Coordination and Support

Job no: 502890
Work type: Part-Time
Location: University City - Philadelphia, PA
Categories: Graduate College

Job Summary

Reporting to the Director of Communications and Events, this temporary role will support daily office activities and events. This includes promoting and staffing upcoming events and provide day-to-day office support.

Essential Functions

Events

  • Assist Director with on-campus, online and hybrid programs and events, including in-demand professional development workshops, information sessions, webinars, trainings, retreats, orientation and onboarding programs (including tracking and outreach to enhance compliance), networking and cultural events, awards ceremonies and receptions, symposia and conferences, fairs and festivals, town halls, and Commencement-related activities.
  • Examples include International Student Pre-Arrival Webinars, Welcome Week, Doctoral Fellows (Blue & Gold) Welcome Reception, Graduate Student Orientation, TA Orientation, Retreat for Graduate and Online Education, Scholars Share, Financial Literacy Series, Graduate Online Success Series, Drexel Emerging Graduate Scholars Conference, Festival of Nations, Graduate Student Day Awards Ceremony and Reception, Doctoral Student Celebration, etc.
  • Assist the Director with event planning process in collaboration with stakeholders and in alignment with University policies and procedures, including brainstorming, outreach, marketing and promotion, posting to and management of the University Events Calendar, creation of presentations and materials (both print and digital), registration, budgeting and purchasing, vendor contracts and payment in Smart Source in collaboration with Procurement and General Counsel, A/V support, video conferencing and recording, space reservations, floor plans and diagrams, catering, supplies, giveaways, parking, travel or other accommodations, signage, volunteer management, training or preparation sessions, set-up, check-in, clean-up, debrief sessions, follow-up and event evaluation and analysis through surveys and feedback.
  • Assist director with internal and external partners and stakeholders to discover opportunities for collaboration and shared resources to enhance graduate community and experience.
  • Assist director at stakeholder events, such as open houses, admitted student days, networking events, fairs, conferences, and others.
Engagement
  • Assist Director with review of offices website regularly, including news and events, resources, images, instructions, student profiles and testimonials, and other relevant information. Audit sites annually and as needed for accessibility, accuracy, timeliness, broken links, missing pages and reporting any issues.
  • Assist Director with leadership to create newsletters (including the monthly DrexelNOW graduate student newsletter edition), reports (including quarterly reports for the Board of Trustees and annual reports), presentations, guides, training manuals, infographics and other visuals, and other University publications as appropriate.
  • Ensure accessibility of our offices websites and materials.
  • Assist Director with Coordination of office meetings or webinars, setting up and managing Zoom or other A/V technology, taking note of team follow up or action items, relevant links and materials, managing the chat or live Q&A, follow-up, surveys and reporting.
  • Collaborate with the Graduate Student Engagement and Leadership Liaison to keep the Graduate Student Lounge open and accessible and collaborate on strategies to build community engagement.
Administrative
  • Assist Director in managing daily operations in the office suite on the 3rd Floor of Main Building (Main 301) and the Graduate Student Lounge on the lower level of the Main Building (Main 010A) in collaboration with the Administrative Coordinator, greeting and directing walk-ins, refilling kitchenette and coffee supplies, organizing and taking note of inventory, setting up and cleaning up programs and events, and assisting with daily administrative functions, such as answering phones, running errands, taking meeting minutes and posting office schedules and signage.
  • Assist the Graduate Student Association and recognized graduate student organizations, in coordination with Student Life and the Graduate Student Engagement and Leadership Liaison, to plan and advertise programs, events and engagement opportunities.
  • Other duties as assigned.
Required Qualifications
  • Minimum of Bachelor's Degree in a related field.
  • At least one year of experience in a related field.
  • Excellent communication skills, including interpersonal, written and oral.
  • Excellent organization, time management, teamwork, and customer service skills.
  • Experience with event planning and/or project management.
  • Ability to work in a fast-paced environment managing multiple tasks simultaneously and prioritizing appropriately.
  • Experience with Zoom video conferencing software.
  • Proficient in Microsoft Office Suite (Outlook, Teams, SharePoint, Excel, PowerPoint, Word, etc.)
  • Experience managing and posting to various social media platforms (Instagram, Twitter/X, LinkedIn, Facebook, YouTube, etc.)
Physical Requirements
  • Typically sitting at a desk/table
  • Typically standing, walking.
  • Lifting demands

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