Event Planning Assistant

Position Summary

This individual will provide administrative support for the Department of Poultry Science with the College of Ag. This position will provide administrative support to the Extension faculty and staff towards outreach efforts and the Department of Poultry Science. This will include, but is not limited to, routine clerical, administrative, financial support, and event planning and coordination.

Performs routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, and providing information to callers. Provides assistance with some accounting functions such as reimbursement requests, travel, payment requests, Marketplace deposits, UGAMart ordering, and travel authorities.

Under the direction of Extension Faculty and Staff, ensure the planning and execution of Extension Conferences and Workshops, including registration, payments, catering requests, vendor coordination, including registration, payments, deposits, refunds, catering requests, including registration, payments, catering requests, vendor coordination, and other aspects as needed to support a successful event.

https://poultry.caes.uga.edu/

Knowledge, Skills, Abilities and/or Competencies

• Event Planning and Coordination Experience
• Familiarity with Conference Planning, Execution, and Post-Event Follow-Up
• Proficient with Microsoft Office Suite, Google Suite
• Experience in an office setting
• Comprehension of office practices and procedures
• Exceptional Organizational Skills
• Ability to use discretion with confidential material
• Ability to apply independent judgment

Physical Demands

• Driving as needed to perform job duties.
• Lifting up to 40 pounds.

Duties/Responsibilities

Administrative/Clerical

Support to faculty and staff with, but not limited to

• Reserve venues, schedule guests, draft and finalize contracts, and lock down day-of logistics
• Edit existing content for event materials and work with graphic designer to produce
• Coordinate with vendors and others as needed across all functions of an event (ex: registration, setup, catering, audio/visual)

Youth poultry judging events:

• Assist with travel planning, rental cars, restaurant reservations, and securing supplies
• Assist with out-of-town event delivery (currently 9 events)
• Assist faculty with expense reimbursement

Expositions:

• Book venues and lodging room blocks
• Collaborate with faculty and staff on departmental booth setup, logistics and daily operation for the week of the International Production and Processing Exposition (IPPE). This will require a 3-night stay in Atlanta.

Fairs:

• Work with Georgia Poultry Federation on filling volunteer staffing rosters for the Poultry World booth at the Georgia National Fair.

Departmental events (on and off campus) for Poultry Science (conferences, workshops, seminars, alumni events

Provides back-up assistance to Department’s Assistant as needed

Percentage of time: 65

Financial

• Fiscal and accounting support for faculty, including expense reconciliation reports, travel authorizations, reimbursements, and payment requests.
• Prepare and submit registration deposits in Marketplace
• Refreshes and distributes monthly financial reports to faculty on state, project, various, and foundation accounts.
• Refreshes and distributes monthly financial reports to faculty on state, project, various, and foundation accounts.
• Refreshes and distributes monthly financial reports to faculty on state, project, various, and foundation accounts.

Percentage of time: 30

Other Duties As Assigned

Percentage of time: 5