Project Support Specialist for University Events

2 weeks ago

Stockton, California, United States University of the Pacific Full time
Job Summary

The University of the Pacific is seeking a highly skilled Project Support Specialist to join its University Events team. This key team member will provide advanced administrative support to the Executive Director of University Events, managing projects, calendars, committees, events, travels, and other activities with utmost quality and efficiency.

Key Responsibilities
  • Serves as the primary contact for the Executive Director of University Events, interacting with individuals from all organizational levels and campuses of the University, donors, alumni, major businesses, and others in a professional and congenial manner.
  • Provides advanced and proactive administrative support in managing the Executive Director of University Events' projects, calendar, committees, events, travels, and other activities, preparing agendas, correspondence, presentations, meeting materials, preparation, and final production of reports.
  • Coordinates activities and deadlines and provides proactive research, support, and communications for meetings, events, and projects.
  • Regularly and proactively communicates the status of ongoing projects with the Executive Director.
  • Assists with the collection and compilation of data and fundraising analysis as needed.
  • Aids the Executive Director in processing appropriate payment of charges, verifying expenses, monitoring Pro-card activity, and timely submissions of expense payment requests.
Requirements
  • Bachelor's Degree (Two (2) years of full-time experience in the same/similar position is equal to one (1) year of completed post-high school education coursework).
  • Five (5) years of work experience providing senior-level administrative support and/or management experience.
  • In-depth knowledge of administrative support functions and office management principles and procedures.
  • Impeccable follow-through, attention to detail, and commitment to accuracy and high-quality work products.
  • Excellent communication, and ability to listen to others, clearly articulate ideas in oral and written form, accurately prepare written business correspondence that is coherent, grammatically correct, effective, and professional.
  • Excellent customer service, with strong interpersonal skills and the ability to exercise diplomacy and deal effectively with people in a variety of circumstances in a calm, precise way.
  • Intermediate to advanced skills in MS Office suite, adept at conducting Internet research into project-related issues.
  • Knowledge of project coordination and ability to coordinate multiple projects simultaneously, proactively carries out project support functions, manages time effectively, and has the ability to be proactive to anticipate, plan for, and communicate needs of the unit.
  • Some skill in social media, graphic design, and event photography is preferred.
  • Strong ability to perform duties using the highest level of confidentiality and respect for others.
  • Positive can-do attitude and problem-solver with the ability to manage one's own time and stress.
  • Strong ability to work independently as well as in a team environment.
  • Experience and sensitivity in working with people of diverse backgrounds and cultures.
  • Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
  • Ability to engage and integrate culturally responsive practices and knowledge in their work.
Work Environment

The work is primarily performed in a standard office environment. Work performed during standard business hours. May require evening and weekend hours to complete tasks. Occasional travel may be performed. Valid driver's license required. Incumbent must also be able to meet the University's fleet rules and be eligible to drive for University business.

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