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Event Coordinator And Undergraduate Assistant

Company

Princeton University
Address , Princeton, 08542, Nj
Employment type FULL_TIME
Salary
Expires 2023-07-24
Posted at 11 months ago
Job Description
Overview:
The Department of Electrical and Computer Engineering seeks an agile, energetic, adaptive team member to fill the newly created role of Event Coordinator and Undergraduate Assistant. The Event Coordinator and Undergrad Assistant will provide dynamic support to all departmental events as well as supporting the undergraduate program. The estimated split of responsibilities will be 75% events and 25% undergraduate office. This position will have dual reporting lines to the Undergraduate Administrator and the Assistant to the Chair.

A successful candidate must be able to prioritize and adapt to changing priorities and the variety of issues that come with in person, hybrid, and virtual events. They must demonstrate a high level of problem-solving capabilities, customer service, a "can do" attitude, and calm demeanor under pressure.

Some events may require after hours/evening/holiday attendance. Flexible work arrangements may be considered after an initial period of performance.
Responsibilities:
  • Coordinate travel and logistics for the Grace Hopper conference
  • Provide support for most of the graduate program events (visit day, welcome breakfast, town hall meetings, and fall workshops), as well as Class Day and Commencement activities, the annual Advisory Council meeting, the annual faculty retreat, faculty candidate visits, the bi-annual CISS conference, the Intel summer REU program, and other events in the department.
  • Lead and support a variety of events for the department including, but not limited to: faculty led workshops/conferences, Independent Work poster sessions, the Senior Banquet, holiday and retirement/celebration parties, and seminars.
  • Follow up with faculty and their assistants for advising
  • Assist with photo sessions each fall and the class photo in the spring, and then build the poster
  • Order departmental swag
  • For each event tasks could include but are not limited to: Collaborate with Campus partners (e.g., Campus Dining, Facilities, Campus Life units, etc.) to plan and implement receptions and meals. Create guest lists, prepare and send invitations, create nametags and registration lists, and develop communication materials to promote events. Coordinate menus and place orders, with attention to special dietary needs. Arrange rental equipment (tables, chairs, tents, etc.) and décor. Coordinate deliveries, event set-up, catering, audio-visual support, troubleshooting and other logistical aspects of events. Provide onsite event support as needed. Identify and contract with vendors, in a cost-effective manner. Project and track expenses within a defined budget. Compile and assess participation data. Coordinating travel for visitors/speakers.
  • Assist with ABET accreditation as needed
  • Manage student listservs and student mailboxes.
  • Coordinate textbook submissions to Timber
Qualifications:
Essential Qualifications:
  • Excellent oral and written communication skills for a variety of audiences/customers
  • High level of problem solving skills and ability to multi-task
  • Demonstrated ability to work independently while being a part of a larger team
  • 3+ years of event planning and/or administrative experience
  • Strong work ethic and discretion when dealing with confidential material
  • Strong organizational skills and ability to manage multiple priorities
  • Bachelor’s degree or equivalent experience
  • Excellent interpersonal skills and a high degree of professionalism, initiative, and “can do” attitude
  • Excellent time-management skills.
Preferred Skills:
  • Experience managing large conferences/events
  • Experience coordinating and arranging travel for participants
  • Knowledge of Princeton University policies.
  • Experience with Princeton University business applications (e.g., Concur, Prime Financials, Canvas, and Peoplesoft)

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS
Standard Weekly Hours: 36.25 Eligible for Overtime: No Benefits Eligible: Yes Probationary Period: 180 days Essential Services Personnel (see policy for detail): No Physical Capacity Exam Required: No Valid Driver’s License Required: No Experience Level: Entry Level : #LI-ZY1