University Events Assistant

We pride ourselves on the scope and quality of the benefits offered to our employees. We invite candidates to visit our Benefits page to learn more about our generous benefits package, which includes but is not limited to:

Health and Wellness:
Comprehensive medical, dental, vision, behavioral health benefits, disability and life insurance, 403 B Retirement with employer core and matching contributions.

Paid Time Off:
Vacation time (varies based on position classification), sick time, 13.5 holidays including a Winter Recess between Christmas and New Year's and 3 floating holidays.

Paid Family Leave:
After six months of employment, employees become eligible for up to 12 weeks of paid time off up to 67% of salary to a state maximum for bonding with a newborn, adopted or foster child, caring for a family member with a serious health condition or to help after a family member has been deployed to active military duty abroad.

Continuing Education and Professional Development:
Employees and their spouse/domestic partner may take up to 2 courses per semester at Colgate, tuition free with a $20 per course registration fee.
Funding for work related courses to obtain an undergraduate or graduate degree related to your current position.
After 7 years of service in an eligible position an employee's eligible children may be awarded up to half of Colgate's tuition to attend an accredited college, university or trade school of their choice.

Along with a generous benefits package, additional perks unique to Colgate University include but are not limited to free on campus parking, free gym membership with discounts for family members, reduced Seven Oaks Golf Course memberships, University Bookstore discount, free library access, 3 free tickets for any regular season athletic home event, access to Colgate owned Bewkes Center and Glendening Boathouse, free access to all cultural events.

Department Statement
Accountabilities
Supports University Events with more than 45 special events annually, event registration data management, and various projects related to events and administration.
Position available for both Fall and Spring Semester

Supports University Events with more than 45 special events annually, event registration data management, and various projects related to events and administration.

The candidate would be required to work weekly in the University Events Office. The office is located at 13 Payne Street in downtown Hamilton. A schedule is to be mutually agreed upon between the candidate and the University Events Director. The University Events Office will set a weekly schedule with the successful candidate of no more than 28 hours a week, during the regular office hours of 8:30 am - 5:00 pm, and occasional evening and weekend hours to support events.

In the office, the various tasks will include email and phone correspondence, event collateral creation, copying, research on the internet, using software to track events such as Raiser's Edge, NXT, and Google, proofreading documents, and assisting in event planning and coordination. The University Events Office will require some weekend hours for major on-campus events such as dedication ceremonies and receptions; Commencement, Reunion, Arts, Creativity, and Innovation Weekend, Homecoming, Family Weekend, and others. The various event staffing tasks will be handing out nametags, greeting guests, helping with set up and staging, shuttling guests with golf carts, working with vendors, and more.


Required Skills and Experience:
Candidate should have good phone and e-mail etiquette to respond to alumni, parents, Colgate community, and more, regarding a variety of questions and concerns; should have a desire for accuracy and attention to detail; ability to manage multiple tasks; and good time-management skills. Creative ideas and brainstorming encouraged; team player. Should have an interest in event planning. Must be able to handle confidential information and lift 50 lbs.

Technical Competencies

Event Planning

• Demonstrated ability to effectively produce and manage RSVP lists and special requests of participants.
• Demonstrated ability to communicate both in writing and verbally all aspects of planning events.
• Demonstrated ability to recognize and resolve problems in a timely manner, using sensitivity, discretion, and political acumen.
• Demonstrated ability to plan, manage, coordinate or oversee events small and large scale with high visibility requiring a high level of coordination and collaboration.
• Demonstrated ability to prioritize tasks for multiple events to ensure department preparedness.

Records Management

• Demonstrated mastery of relevant key databases and software sufficient to efficiently execute special event marketing and logistics.
• Ability to keep accurate inventory of on and off-site event supplies and place replacement orders in a timely manner.

Customer Service

• Demonstrated ability to answer or otherwise satisfy administrative inquiries to the division/function using exceptional customer service skills.
• Knowledge sufficient to redirect any special events inquiries to the most appropriate resource.
• Able to build relationships with multiple constituents and across the university.
• Demonstrated ability to work cooperatively with campus constituents as well as external constituents.

Technology

• Demonstrated mastery of relevant key databases and software sufficient to efficiently execute event marketing and logistics.
• Ability to review and publish error-free copy on the web and for email distributions.

Vendor Manage

• Demonstrated skill in vendor selection techniques.
• Demonstrated ability to manage vendors and ensure they perform to expectations.

Brand Management

• Able to consistently reflect and represent Colgate's vision, mission, programs, policies and identity in all aspects of events.
• Able to collaborate with clients and University departments to ensure compliance with policies and standards around brand identity.

Behavioral Competencies

Personal Accountability for Results

Takes responsibility for decisions, performance, and outcomes; behaves in a responsible manner with a positive attitude; shows self-awareness and openness to feedback.

Effective Communication

Demonstrates effective written and oral communication skills; shares information and seeks input from others; adapts communication to diverse audiences; protects private and confidential information.

Problem Solving and Decision Making

Analyzes and prioritizes situations to identify and solve problems; generates solutions to improve efficiency and quality; involves others in solving problems and making decisions; factors organizational goals into decisions; makes clear, transparent, and timely decisions.

Change Management

Responds positively to changing university initiatives and readily adapts behavior to maintain effective performance; understands the long-term direction of the university and can relate this to departmental area; adapts to new methodologies; identifies and acts on areas where change is appropriate.

Leadership and Teamwork

Applies skills and knowledge to provide a climate to achieve departmental and organizational success; balances individual and department goals; helps others perform at their best; builds productive relationships to enhance individual and organizational effectiveness; treats others with respect; resolves conflicts among team members.

Creativity and Innovation

Generates, explores, encourages, and implements innovative ways of creating strategic value for the university, division, department, and individual level; critically assesses the effectiveness of new initiatives.

Diversity and Inclusion

Demonstrates respect for people and their differences; understands the benefits of a diverse workforce; earns the trust and respect of others; includes and welcomes others; works to understand the perspective of others; promotes opportunities to experience diversity within our community.

Sustainability

Understands the impact of decision making and personal behavior in achieving the university's commitment to a sustainable and carbon-neutral campus; supports and advances the university's sustainability initiatives; influences others to use sustainable practices.

Requirements

Professional Experience/ Qualifications
Good phone and e-mail etiquette to respond to alumni, parents, Colgate community, and more.
Desire for accuracy and attention to detail, ability to manage multiple tasks, good time-management skills, willingness to contribute to a team.
Creative ideas and brainstorming are encouraged.
Demonstrated interest in event planning.
Must be able to handle confidential information.

Preferred Qualifications
Education
Certifications
Physical Requirements
Must be able to lift 50 lbs with or without assistance.

Other Information

Posting Detail Information

Requisition Number 2024S032Posting
Temporary No
Work Schedule
08/01-11/30 - 01/15-06/15
25 hours a week

Job Open Date 04/24/2024
Job Close Date
Open Until Filled No
Special Instructions Summary
EEO Statement
It is the policy of Colgate University not to discriminate against any employee or applicant for employment on the basis of their race, color, creed, religion, age, sex, pregnancy, national origin, marital status, disability, protected Veterans status, sexual orientation, gender identity or expression, genetic information, being or having been victims of domestic violence or stalking, familial status, or any other categories covered by law. Colgate is an Equal Opportunity/Affirmative Action employer. Candidates from historically underrepresented groups, women, persons with disabilities, and protected veterans are encouraged to apply.

Clery Act
CAMPUS CRIME REPORTING AND STATISTICS

The Department of Campus Safety will provide upon request a copy of Colgate's Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. You may access the report from the Clery Compliance web page at: https://www.colgate.edu/about/offices-centers-institutes/dean-college/campus-safety-staff/clery-compliance. Printed copies of this report may be obtained upon request from the Department of Campus Safety via e-mail at cusafety@colgate.edu.