Events & Administrative Program Coordinator

98520BR

Campus: West Valley

Events/Admin Program Cdr

Job Description

Under administrative direction, performs work of considerable difficulty planning, coordinating, organizing, staffing and supervising the program delivery of a variety of targeted special events for the School of Social and Behavioral Sciences. Works closely with the Finance team on budgeting, billing and cost management. Serves as the primary point of contact for special event logistics as well as Center Event administrative activities. 

Job Family

Publicity & Promotion

Department Name

Social & Behavioral Sciences

Full-Time/Part-Time

Full-Time

VP Code

PROVOST/WEST CAMPUS

Grant Funded Position

This is not a grant funded position and is not contingent on future grant funding.

Salary Range

$49,000 – $57,000 per year; DOE

Essential Duties

• Works closely with the school leadership in the planning, coordination, and adaptation of events logistics to ensure achievement of desired outcomes. 
• Maintains and establishes a positive working relationship with all internal and external stakeholders, e.g. other departments, businesses and industry, local/area boards, districts and partnerships, vendors, etc. 
• Coordinates, develops strategies, plans, and designs a variety of promotional or supportive materials for programs, lecture series, seminars, workshops, conferences, and events consistent with targeted program objectives and message. 
• Prepares communications for programs/events; identifies recipients based on interests, affiliations or other selection criteria to ensure timely and thorough notification for achievement of set goals. 
• Assists with SSBS department meetings, including virtual and in-person video, audio, and basic tech support. 
• Develops a complete logistical plan for each event including, but not limited to: budget, staff, timetable, travel, and event procedures.
• Provides administrative support in conjunction with departments, units, and centers to ensure continuity of effort and attainment of event goals. 
• Acts as primary liaison with event speakers and venue contacts for travel and instructional/audio visual needs; reviews presentation/layout of event to ensure adherence with agreement/contract. 
• May supervise the activities of student interns and volunteers, including the production schedules as appropriate; and interacts and maintains liaisons with faculty, post-doctoral associates, students, staff, community, and outside agencies to facilitate program objectives. 
• Provides on-site presence and support as needed during the event to ensure coordination of all aspects of the event including, but not limited to: service levels, contract negotiation, vendor selection, collateral materials, set-up/break-down and registration to ensure delivery of successful, effective and smooth events. 
• Maintains physical and/or online library containing information on programs, labs, research clusters, faculty, and events. 
• Assists in editing online digital materials to keep digital records accurate and up-to-date, such as the school’s website and faculty/staff/student lists and services. 
• Works closely with Events/Marketing team to provide necessary backup and support when needed.
• Provides general administrative and operational support to center staff, faculty and students 
• Provides assistance with creating, editing, promotion of events, publications or highlights, utilizing fliers and other marketing materials (invitations registrations, slideshows, etc.)
• Other duties as assigned.

Minimum Qualifications

Bachelor’s degree in Business or in a field pertinent to work AND one (1) year of directly related administrative experience; OR, Five years of directly related administrative experience; OR Any equivalent combination of experience and/or education form which comparable knowledge, skills, and abilities have been achieved.

Desired Qualifications

• Proficiency or familiarity with Adobe Creative Suite, Canva, Stova, Webspark,  Social media platforms and scheduling software (Instagram, LinkedIn, etc., Hootsuite), Registration (Aventri). 
• Prior experience in coordinating events for an academic unit. 
• Experience or familiarity in marketing, graphic design, ASU Brand Standard or working from a brand kit. 
• Understanding of online communications, publications, copyright, and usage rights for imaging. 
• Experience in creating digital materials for event promotions and event coordination. 
• Experience budgeting; building, monitoring and reporting registration; building and collecting surveys for quality improvement 

Working Environment

• Activities are performed in an environmentally controlled office setting subject to extended periods of sitting, keyboarding, and manipulating a computer mouse (75%); required to stand for varying lengths of time and walk moderate distances to perform work (10%).
• Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds.
• Regular activities require ability to quickly change priorities which may include and/or are subject to resolution of conflicts.
• Ability to clearly communicate verbally, read, write, see and hear to perform essential functions .
• Regular use of standard office equipment including, but not limited to: computer workstation/laptop (keyboard, monitor, mouse), printer, fax, calculator, copier, telephone and associated computer/technology peripherals.
• This position has the opportunity for a hybrid work schedule (up to 2 days remote), after a satisfactory period of training, and upon approval from the School Director. 
• Position may require some evenings or weekends, depending on Events schedule (most events are held during regular business hours.) 
• Some driving may be required. 

Department Statement

The School of Social and Behavioral Sciences offers 15 majors, five graduate programs, six certificates and 11 minors. With an academically rigorous, career-focused, student-centered approach, the School of Social and Behavioral Sciences at New College offers an unmatched educational experience. The mission of the School of Social and Behavioral Sciences is consistent with that of a metropolitan research university. A founding premise of the school is that the study of human behavior, social institutions and culture can be best understood through interdisciplinary perspectives that integrate diverse intellectual and methodological systems of inquiry. For more information about ASU’s School of Social and Behavioral Sciences, please visit our website at https://newcollege.asu.edu/ssbs. For more information about New College, visit https://newcollege.asu.edu.

ASU Statement

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation’s fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.

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In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU PD at 480-965-3456.

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Employment Verification Statement

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.

Instructions to Apply

Application deadline is 3:00PM Arizona time on the date indicated.  

Application Must include All of the following: 

• Resume
• Cover Letter
• Three professional references

Please include all employment information in Month/Year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.

Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.

Only electronic applications are accepted for this position.

IMPORTANT NOTE: What is the meaning of “equivalent combination” in the minimum qualifications? It means one year of higher education or 24 credit hours, is equal to one year of experience. For example, a four year Bachelor’s degree is equal to four years of experience.