Special Events Assistant

Type of Appointment: Full-time, Probationary

Collective Bargaining Unit: California State University Employees Union (CSUEU) – Unit 9

Classification: Administrative Support Coordinator I

Classification Salary Range: $3,064 - $5,148 per month

Anticipated hiring range: $3,064 - $5,148 per month

Work Hours: Monday – Friday, 8:00 a.m. – 5:00 p.m., unless otherwise notified

THE DEPARTMENT:

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:

Office Coordination/Administrative Duties

Provides administrative, technical, clerical and general office support to the Events staff including the Director of Events and Special Projects and the Event Specialist.

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 funds. Determines the accurate funding source to use for all expenditures and tracking purposes.

Reconciles and processes monthly credit card expenditures for the Director and the Event Specialist from both state and foundation funding sources. The Events Assistant also has credit cards issued for both state and foundation funding sources which the Events Assistant reconciles and processes as well.

Processes, controls and balances petty cash for the department. 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.

Prepares meeting materials, attends meetings and takes summary notes or minutes, and compiles/tracks next steps resulting from meetings.

Maintains, orders, and monitors inventory of office and event supplies to be sure specific supplies and inventory of regularly used items such as ink cartridges for all printers and copiers and banner paper are always plentiful and do not run out. Oversees the department's student assistants to include day-to-day direction and scheduling of work hours.

Maintains and tracks the use of the electric carts and maintenance schedule.

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.

Monitors and schedules banner and poster printing requests by various departments/persons on campus and is the key point person for this function. As an integral part of this process, the Special Events Assistant must have complete and thorough knowledge of how to operate and maintain the banner printer/plotter.

Special Events Duties

The Events Office 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. With all of these various events, the position 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.

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.

Maintains the budget for events to include processing and receiving sponsorships, ticket sales and other income through Raiser's Edge, and initiating and processing of purchase orders/expenditures for all events in a timely manner.

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.

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. 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. Coordinates and acts as a lead for event volunteers at events providing them with direction, guidance, and assignments on tasks required.

Maintains, updates, monitors, and tracks events and registration information in Raiser's Edge.

Creating and building event web pages within the Raisers Edge’s BBNC environment.

Confirm all event registrants and ensure that all information in Raisers Edge is correct including but not limited to contact information, tracking comments, etc.

List management within Raisers Edge, including but not limited to creating detailed reports and RSVP lists for development officers, alumni staff, etc., gathering and organizing information including survey questions, poll responses, etc.

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.

Support Office of University Advancement Front Office

Welcome and assist all guests who come to the University Advancement Suite. Monitor all incoming mail and packages Work with other UA suite admins to monitor and order supplies as needed.

QUALIFICATIONS:

• High School Diploma or its equivalent.
• Four years experience in general office clerical or secretarial work or the equivalent.
• Fully functional knowledge of and skill in standard office procedures and practices, as well as an ability to understand and operate in a variety of organizational structures. Thorough, detailed knowledge of applicable university infrastructure, policies, and procedures.
• Thorough knowledge of English grammar, spelling, and punctuation and the ability to clearly communicate orally and in writing.
• Thorough knowledge of office systems and ability to use a broader range of technology, systems, and packages.
• Ability to independently handle multiple work unit priorities 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.
• Valid CA Drivers License with required insurance.

PREFERRED EXPERIENCE:

• 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 popultaion reflecting a high standard of professional conduct and integrity.
• Ability to work beyond an eight-hour day and on weekends when needed for an event.

BACKGROUND CHECK:

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.

ADDITIONAL INFORMATION:

CSU requires faculty, staff, and students who are accessing campus facilities to be immunized against COVID-19 or declare a medical or religious exemption from doing so.  Any candidates advanced in a currently open search process should be prepared to comply with this requirement. The systemwide policy can be found at https://calstate.policystat.com/policy/9779821/latest/

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:   https://www.cpp.edu/campus-safety-plan.shtml   

Cal Poly Pomona is a smoke and tobacco-free campus.  Please refer to the link for policy information. http://www.calstate.edu/EO/EO-1108.html

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