"Operations and Events Coordinator"

Job Description

Operations and Events Coordinator
University of Puget Sound
Job ID: 8556
Location:
Full/Part Time: Part Time
Regular/Temporary: Regular

Staff Posting Details

Appointment: Regular, part-time (0.9 FTE) position. Set schedule of 38 hours per week. Exact schedule needed to meet yearly hours to be determined with supervisor.

Work Location:
This position is based in Tacoma, WA, and is hybrid eligible (minimum of 4 days on-site) after a successful evaluation period.

Please note that we generally do not sponsor applicants for work visas for staff positions. Therefore, we generally require applicants for staff positions to be currently authorized to work in the United States on a full-time basis.

Position Summary:

As a member of the Career and Employment Services (CES) team, contributes to the development and implementation of highly effective, integrated career and employment services, with a focus on inclusion and equity and in support of the mission and goals of the university. Manages all logistical facets of CES events and programs, from large scale career fairs to smaller programs and workshops ensuring collaborative organization, implementation, assessment, and improvement. Provides supervision and serves as a mentor to CES student staff members in support of their professional and career development and in balance with departmental needs. Oversees reception, ensuring that it is welcoming, engaging, and serving constituents of all backgrounds and identities.

Essential Job Functions and Responsibilities:

Reception and Supervision

• Serves as a highly visible ambassador for CES, building confidence and trust in our team and services.
• Collaboratively promotes cultural diversity and understanding, ensuring CES is a space where individuals of all backgrounds feel accepted and supported.
• Engages in brief intake advising with students to ensure their immediate career development needs are met, and that they have an action plan for their next step; role models and ensures CES student staff members maintain current knowledge of the full range of CES services and resources, are able to communicate about these with students, and exhibit multicultural understanding and an inclusive approach to customer service.
• Plans, coordinates, and executes office operations and reception scheduling to ensure a welcoming and orderly office environment. Proactively monitors, organizes, and purchases office resources and supplies.
• Independently manages CES e-mail account and makes informed, appropriate, and timely referrals/responses.
• Plans and executes hiring and training, as well as supervises and mentors a team of 6 CES Assistants, including 1 Lead CES Assistant.
• Maintains knowledge of administrative functions within Handshake in order to train student staff members who have specific responsibilities within the system.
• Develops and facilitates regular student staff team meetings; creates and updates training materials and standard operating procedures.
• Engages in on-going professional development to support growth as a supervisor and mentor of student staff members, to include participation in Compass Puget Sound.

Event Planning

• In partnership with Career Advisors, makes recommendations for innovative, effective, efficient approaches for delivering programs and workshops.
• Efficiently leads 4-6 work groups of staff, students, and/or alumni to strategize, organize, and facilitate all details of large-scale career events.
• Ensures programs and events proactively engage and support underrepresented students and students with disabilities.
• Collaborates with CES colleagues to ensure streamlined and timely promotion and outreach for each CES event.
• Establishes and implements event evaluation process, measuring event impact and integrating assessment of outcomes, including equity and inclusion-specific outcomes; implements data-driven adjustments to increase future success and maximize student impact.
• Proactively manages event logistics and troubleshoots any emerging issues on event day.
• Establishes and updates process documentation for events.
• Develops expertise in event management technology (eg: Eventbrite); collaboratively manages event submission and maintenance within systems as needed.

Program Support

Student Employment programs and Compass Puget Sound

• Collaborates with Associate Director on student employment programming and innovative improvements that engage students and promote or create equity of access for students of all backgrounds and identities during their time at Puget Sound.
• Manages logistics of scheduled supervisor training and other program needs as assigned.
• Creates and maintains program materials, including supervisor training materials, resources, promotion, and website information.
• Supports on-going assessment, including development and distribution of surveys to students and supervisors, data collection, and analysis of outcomes.
• Oversees I-9 collection process including collection and verification, data entry and filing, paying particular attention for non-routine circumstances and alerting appropriate CES staff members as needed. Regularly engages in review of federal regulations to ensure internal collection processes align. Provides training and instructions for CES staff and supervisors.
• Oversees student employment verification and reference check process for current and previous student staff in compliance with university and FERPA regulations.

Employer Relations

• Oversees high volume of event logistics for employer visits as directed by associate director of career services and employer engagement, including space reservations, catering orders, event staffing, logistics communication with employer, and preparing any event materials.
• May greet employers on arrival to campus and provide directions or instructions to ensure a smooth visit and successful recruiting experience.

Data/System Administration and Assessment

• Develops expertise in campus-wide systems supporting event planning. Regularly documents procedures in a constantly evolving online-system environment.
• Maintains expertise on best practices for collecting and managing event/program data, including the use of survey tools in Handshake and Qualtrics.
• Ensures the best experience possible for all system users by providing front-line troubleshooting of student employment processes and student account issues in online system(s) (Eg: PeopleSoft).
• Supports third party system selection, implementation, and troubleshooting as needed.

Budget Responsibilities

• Effectively manages budgets related to events, programs, and workshops.
• Monitors CES student staff members' work-study earnings.

Other Functions

• Serves on or leads committees and project teams as requested.
• Provides logistical support and coordination for staff departures and new staff arrivals; may assist with CES vacancy search logistics.
• Actively participates in department and university-wide work towards institutional equity and inclusion, demonstrating a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.
• Supports the college's strategic plan, including the diversity strategic plan.
• Performs other duties as assigned.

Qualifications:

• Bachelor's degree OR combination of equivalent education and experience.
• Experience with event planning.
• At least 1 year of experience with supervision or equivalent leadership, demonstrating the skills necessary to effectively mentor and supervise a group of student staff.
• Experience related to career development, student employment, human resources, financial aid, or related field is desirable.
• Demonstrates cultural competence and proven effectiveness in serving the needs of a diverse undergraduate student population.
• Must demonstrate a strong customer service orientation and have the ability to organize, analyze, prioritize, and problem-solve within a fast-paced office environment with frequent interruptions.
• Exceptional communication skills and ability to work with small and large groups.
• Demonstrates experience leveraging innovation and creativity in a rapidly evolving, service-oriented environment.
• Ability to work and move projects forward with temporary ambiguity.
• Demonstrates experience collaborating with a wide variety of constituents to achieve successful program improvement aligned with institutional goals.
• Ability to respectfully work, communicate and provide leadership within a diverse campus community

Compensation and Benefits:
The anticipated range for this position is $20.25 - $21.45. Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.

Puget Sound offers a generous benefits package for eligible staff employees, including:

• Medical, dental, and vision
• Life insurance and long-term disability
• Employee Assistance Program
• Retirement plan options and 403(b) contributions
• Paid vacation, sick leave, floating holiday, campus holidays and bonus holidays
• Education benefits, such as full tuition for eligible employees and their families
• Access to university facilities and entertainment (fitness center, pool, library, concerts, lectures and more!)

Please note:

• Positions that work less than .75 FTE (1,560 hours per year) do not qualify for long-term disability or education benefits.
• Positions that work less than .50 FTE (1,040 hours per year) will accrue paid sick leave but are not eligible for additional benefits.
• Temporary positions that work at least .50 FTE (1,040 hours per year) will be eligible for benefits.

This position is non-exempt from the provisions of the Fair Labor Standards Act.

Application Deadline:
Review of applications will begin immediately. Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.

Required Documents:

• Resume
• Letter of Interest

Applications submitted without the required attachments will not be considered.

All offers of employment are contingent on successful completion of all required background checks.