Graduate Intern - Events and Conferences

Job Description

Job Type:

Graduate Assistant

Job Number:

00467

Location:

Westerville, OH

Division:

Philanthropy & Alumni Engagement

DESCRIPTION

Otterbein University is seeking a collaborative and highly motivated Graduate Assistant for the Office of Events and Conferences to support the planning, coordination, and execution of special events and conferences. This role provides hands-on experience in event logistics, customer service, and operational coordination while working closely with campus partners, event clients, and student staff in a dynamic and fast-paced environment. This is a 12-month position with a full tuition waiver, stipend valued up to $7,280 (less applicable taxes), and a meal plan available.

RESPONSIBILITIES

Event & Conference Coordination

• Oversee the budget and process for billing clients for all necessary event costs.
• Implement, secure, communicate, bill, and facilitate the Summer Intern Housing Program.
• Help manage the shared departmental mailbox for the Office of Events and Conferences.
• Plan logistical and administrative arrangements with conference groups and event coordinators.
• Serve as a liaison with event leaders and attendees before and during events and conferences.
• Coordinate with campus departments to arrange services, equipment, meeting rooms, and dining needs.
• Assist with meeting preparation work (moving tables, chairs, boxes, etc.).
• Assist with registration and administrative duties as assigned.
• Respond to participant needs and requests with a positive and professional attitude.
• Assist with set-up, tear-down, and overall production of special events throughout the year.
• Assist clients with logistical wedding arrangements, including rehearsal and wedding set-ups with Otterbein staff.
• Enforce applicable University regulations and policies.
• Lead on-site tours for contracted and potential clients, vendors, community members, and campus visitors.
• Ability to manage and prioritize multiple meetings and events at various planning stages.
• May assist with supervisory roles.
• Complete other related assignments as directed.

QUALIFICATIONS

Education & Experience

• Acceptance into a graduate program at Otterbein University, or into one of the following Antioch University graduate programs: MBA & MGMT, MSAT, or MSAH.
• Bachelor's degree plus two (2) years of experience in event management, accounting, supervision, or a related field.
• Outgoing and personable, with the ability to interact with individuals of all ages.
• Ability to take initiative, adapt to changing demands, and work with a positive attitude and sense of humor.
• Strong customer service background and ability to work well with others.
• Strong computer skills and ability to multitask effectively.

Mission Critical Competencies

Communication Skills

• Ability to present information, ideas, and analysis clearly in written and oral form.
• Ability to tailor communication to reach and engage various audiences.

Interpersonal Skills

• Ability to build strong relationships with colleagues and constituents.
• Ability to work through interpersonal conflicts to strengthen collaboration.
• Demonstrated respect for confidentiality.

Agility

• Readily respond to changing demands and needs within the department.
• Willingness to take calculated risks.

Initiative

• Seek opportunities to improve or streamline work processes.
• Think creatively by connecting ideas in new ways.

Accountability

• Take responsibility for individual and team goals.
• Set clear, challenging, and achievable goals aligned with the division's mission.

Ethics

• Act in accordance with laws, policies, procedures, and University values.

Language Skills

• Excellent verbal and written communication skills required.

Mathematical Skills

• Ability to analyze budgets, work with segmentations, and build audiences based on sound marketing principles.

Technical Skills

• Proficiency with computers and databases is essential.

Reasoning Ability

• Strong organizational and interpersonal skills, attention to detail, and a goal-oriented work ethic.

Physical Demands

• Ability to travel both on and off campus.
• Some evening and weekend work required to represent the University at events and functions.
• Ability to spend extended periods using a computer or telephone.
• Ability to project voice and present to small and large audiences.
• Must meet regular and predictable attendance standards.

WORK ENVIRONMENT

• Work is primarily performed in an office setting but may vary depending on event needs or off-campus locations.
• Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

ADDITIONAL INFORMATION

This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind of level of difficulty.

Otterbein University's achievement of academic excellence depends on its commitment to inclusion and belonging. We welcome applications from all qualified candidates. Otterbein University is an EEO Employer.