Assistant Coordinator for Events (Part Time)

Job Description

The Assistant Coordinator for events will help in the planning and execution of academic and cultural events, including organization and administration, events promotions and communications, and other duties as assigned. The position reports directly to the Events Coordinator and provides support to other Institute events, including student programs and outreach, grants and faculty programs, and advisory board meetings.

Events planning and execution:

  • Assists the events coordinator in the planning of the Institute's academic and cultural events, including development of specific objectives, budgets, timelines, checklists, and event tracking methods

Executes plans for academic and cultural events, including but not limited to the following:

  • Coordinating lunches for weekly lectures, including finding caterers, setting up billing procedures, ordering lunches, setting up lunches, and cleaning up

  • Coordinating logistics for events, including catering reservations, facility reservations, flowers and other decorations, beverages, snacks, and desserts; purchasing gifts for visitors when needed, prepare welcome packets, and transportation

  • Coordinating and supervising equipment rental, including light and sound equipment, simultaneous translation, and recording equipment

  • Enters data on the events calendar, appropriate Kellogg calendars and in the events database

  • Assists the academic coordinator for student programs and outreach in the implementation of events for students and outreach

Coordinates logistics for student and outreach events including finding caterers, making room reservations, setting up and cleaning up. Events include but are not limited to the following:

  • Student receptions

  • International Career Workshop

  • Student orientations

  • Senior Ceremony and Reception

  • Student advisory board and other committee meetings

  • Lunches and dinners with faculty members

  • LASP Senior Presentation night

  • Teacher Discussion Groups

  • Teacher receptions

Assists the program manager for grants and faculty programs in the implementation of events for the Visiting Fellows and Guest Scholar Programs, including but not limited to the following:

  • Receptions

  • Potluck Dinners

  • Visiting Fellows monthly luncheons

  • Welcome and farewell events

Assists the senior administrative assistant in the implementation of advisory board meetings, including but not limited to the following:

  • Receptions and meals

  • Mass

  • Transportation

Events Organization and Administration:

  • Finds and evaluates event and performance venues

  • Supervises room and audiovisual equipment set-up

  • Enters data in the events communication database

  • Tracks, organizes, collates, duplicates and distributes ND Prize nominations to selection committee members

  • Works with outside vendors for ND Prize award gift

Events promotion and communication:

  • Drafts (for events coordinator review) and sends weekly email announcement including Kellogg, Kellogg-sponsored and campus international events to Kellogg listserv members (using information provided by participants and additional information from a wide variety of sources, both personal and electronic)

  • Creates signage for events

  • Sends appropriate reminders to participants for specific Kellogg events

Two years of college or equivalent, with background or training in office and clerical procedures is required. Must be available to work evenings and occasional weekends.

Skills Required:

  • Proficiency in the use of internet, email, and business software (word processing, spreadsheet, calendar)

  • Advanced typing and word processing skills (speed and accuracy)

  • Advanced proficiency in developing and maintaining databases, particularly using FileMaker Pro

  • Extensive knowledge of Macintosh computers

  • Strong organizational skills in a university setting

  • Ability to handle multiple tasks and to respond accurately and in a timely manner to the demands of a busy office

  • Excellent oral and written communication skills

  • Accuracy and attention to detail

  • Highest standards of confidentiality and discretion

Preferred skills and experience:

  • Knowledge of Spanish and/or Portuguese

  • Familiarity with Macintosh computers

  • Familiarity with the organizational structure of Notre Dame

  • Administrative services experience

To apply to this position, please visit http://jobs.nd.edu and apply to Requisition Number 020080318.

The University of Notre Dame is committed to diversity in its staff, faculty, and student body. As such, we strongly encourage applications from members of minority groups, women, veterans, individuals with disabilities, and others who will enhance our community. AA/EOE.

Copyright 2007 • the Helen Kellogg Institute for International Studies and the University of Notre Dame

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