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Type of Appointment: Full-Time, Probationary
Collective Bargaining Unit: CSUEU Unit - 7
Classification Salary Range: $2,846 - $4,619 per month
Anticipated hiring range: $2,846 - $3,437 per month
Recruitment Closing Date: January 23, 2017
The Division of University Advancement is one of five central divisions whose primary purpose is to enhance private support to the university. As one of the main components of the division, the department of Events and Special Projects serves to create, develop, and implement various events and activities that serve as a backdrop to stimulate the involvement of the university's ever growing support base comprised of alumni, parents, current donors, friends, industry associations and numerous others. Events and Special Projects support major university, divisional, and presidential events and events held on campus for outside constituencies on a consistent basis by strategically planning, developing, and implementing a variety of functions and programs.
DUTIES AND RESPONSIBILITIES:
The Special Events Assistant provides administrative , technical, clerical and general office support to the Events staff including the Director of Events and Special Projects and the Event & Auction Specialist, and the Director of Donor Relations and Stewardship as needed. The incumbent serves as the lead office coordinator and first point of contact for the day-to-day functions of the Events and Special Projects department to ensure the efficient and effective operations of the office; maintains the Event department's state and foundation budgets; Initiates purchase orders, payment requests, disbursement vouchers and requisitions for payment to ensure accuracy in ordering, reimbursing and invoicing of all fund; determines the accurate funding source to use for all expenditures and tracking purposes and reconciles and processes monthly credit card expenditures for the Director and the Event & Auction Specialist from both state and foundation funding sources. The Incumbent also has credit cards issued for both state and foundation funding sources which the incumbent reconciles and processes as well and processes, controls and balances petty cash for the department. The Incumbent performs general office duties on a daily basis including: answering phones and responding or directing caller appropriately , photocopying, processing and distributing mail, filing, scheduling meetings, preparing mailings, drafting documents/correspondence , and processing various campus forms and prepares meeting materials, attends meetings and takes summary notes or minutes, and compiles/tracks next steps resulting from meetings. The Incumbent maintains, orders, and monitors inventory of office and event supplies; maintains and tracks use of all office inventory items including such things as easels, frames, directional signs, flags, and other event supplies borrowed by various departments and colleges and oversees the department's student assistants to include day-to-day direction and scheduling of work hours. The incumbent monitors and schedules banner and poster printing requests by various departments/persons on campus and is the key point person for this function; has complete and thorough knowledge of how to operate and maintain the banner printer/plotter. The incumbent coordinates various events for the President, the Division of University Advancement, University Development, and the Donor Relations and Stewardship offices; these constituents include donors, prospects, faculty/staff, government officials, alumni and other special guests of the university; assists in the coordination and implementation including: development of invitation lists, preparing and mailing invitations, accepting calls and emails, tracking responses for the various events, preparing payments for event vendors, and ordering event supplies specific for particular events as needed. The incumbent researches and follows through with varying levels of assignments associated with special events such as investigating background data on performers, venues, caterers, and print materials and maintains the budget for events to include processing and receiving sponsorships, ticket sales and other income through event, and initiating and processing of purchase orders/expenditures for all events in a timely manner. The incumbent prepares and makes deposits for event-related fees or other income such as sales at the events from auctions or donations and determines the correct fund and object code for the deposit. The incumbent attends events on and off-campus and assists with site set-up and tear-down, registration check-in, nametags, ticket sales, and any special needs of guests; maintains professional and pleasant demeanor on phone and in public; ensures the smooth operations of events and troubleshoots any problems taking the initiative to assess and solve; interacts with high-level donors and guests at events to ensure the needs of all in attendance are met; prepares spreadsheets tracking various elements of event-related information and coordinates and acts as a lead for event volunteers at events providing them with direction, guidance, and assignments on tasks required. The incumbent maintains, updates, monitors, and tracks events and registration information in CVent; an event management system used exclusively for the department's large events; participates in pre-event and post-event department meetings to review programming, special needs, timelines, and effectiveness of the event and address any issues that occurred and performs other duties as assigned.
High School diploma or its equivalent AND four years of progressively responsible experience in general office clerical or secretarial work or the equivalent. Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures; thorough knowledge of English grammar, punctuation and spelling; thorough knowledge of office systems and ability to use broader range of technology, systems, and software packages; ability to independently handle multiple work unit priorities and projects. Ability to apply a variety of policies and procedures where specific guidelines may not exist; working knowledge of budget policies and procedures; ability to perform standard business math, such as calculate ratios and percentages, track financial data, and make simple projections. Ability to draft and compose correspondence and standard reports; ability to handle effectively a broader range of interpersonal contacts including those at a higher level and those sensitive in nature; ability to occasionally drive private automobile to events held off-campus; ability to drive electric cart on-campus for various errands and events and ability to work beyond an eight-hour day and on weekends to assist in the set-up and implementation of special events.
Experience working in special events desired; proficient written and oral communication skills and the ability to accommodate people and deal diplomatically with a diverse and broad population and various levels of temperament; strong organizational skills and the ability to coordinate multiple activities in a fast-paced and stressful environment; ability to take initiative and assess situations to satisfy needs of events and donors; ability to establish and maintain effective working relationships in a team environment with on and off campus individuals; ability to demonstrate accepted business and professional etiquette in all dealings with a diverse
A background check must satisfactorily be completed before a candidate can be offered this position. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for this position. The background check consists of the following: Employment verification, education verification, reference checks, and checks of the following systems and databases: National Social Security Number/Address Locator, Felony/Misdemeanor, National Criminal Database, Federal Criminal, Department of Motor Vehicles, and National Sex Offender Registry.
AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER:
Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and covered veteran status.
Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal Poly Pomona Annual Security and Fire Safety Report is available at: http://dsa.cpp.edu/police/securityreport.asp
CONDITION OF EMPLOYMENT:
The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. http://www.calstate.edu/eo/EO-1083.html
As one of the leading company in USA, California State University opens a variety of opportunities for employees to grow and make them as future leaders of the professional and disciplined. California State University also offers a dynamic work environment in order to encourage employees to contribute optimally, and at the same time is able to learn new skills and knowledge through the company program.
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