Manager of Student Affairs and Events

at  Western University of Health Sciences

The Student Affairs and Events Manager for the College of Podiatric Medicine provides high-level student affairs and events support, including, but not limited to, administrative support to the Assistant Dean of Student Affairs for CPM, event coordination, and oversight to the work in collaboration with diverse audience. Position incumbent is expected to manage all aspects of assigned events including, but not limited to operations, personnel, and customer service activities while serving a diverse audience of guests including prospective students, students, alumni, faculty, staff, parents, donors, community members and other distinguished guests. Nature of such work will require individual to multitask and follow up frequently with various departments to ensure all aspects of events are executed successfully.
Knowledge, Skills and Abilities
Individuals must possess these knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation.
1. Ability to handle multiple detailed and confidential assignments.
2. Must be a self-starter with the ability to work with minimal supervision.
3. Excellent computer skills necessary in order to set up document formats in Word, Excel, PowerPoint and any other software program required by this position. Familiarity with the Internet is essential.
4. Excellent verbal and written communication skills. Ability to interact appropriately with administration, faculty, staff, students and external affiliates.
5. Ability to communicated effectively to large groups
6. Skill with fax, copy machine, printer, telephone operation, and the ability to type at 50 words per minute.
7. Ability to perform higher math functions, compose non-routine correspondence on own initiative, coordinate and prioritize projects, and coordinate meetings.
8. Must be self-assured, experienced leader able to interact with senior executives, anticipate potential problems, and initiate solutions
9. Must be able to work and in fast-paced environment and be flexible in job assignments.
10. Must be detail oriented, with strong organizational skills.
11. Must be able to effectively communicate event needs to students, staff, and vendors
Required Qualifications
1. Education: Any combination of training or experience which provides the required knowledge, skills and abilities. BA/BS degree in Marketing, English, Business Administration, Communications or related field required.
2. Experience: 2-5 years support staff experience in a large, high volume office setting.
Preferred Qualifications
Essential Job Duties

KEY RESPONSIBILITIES

Event Management: Provide leadership and managerial oversight to all assigned CPM events. Events may require employee to work occasional evenings and/or weekends.

• Maintain liaison with event clientele; ensure facilities are properly prepared; resolve problems before, during and after event.
• Oversee and monitor event operations with support from area coordinators, supervisors, and other departmental managers to ensure operational readiness, efficiency in resource utilization and the prompt delivery of services.
• Plan and schedule work for event support staff; ensure adequate staffing for events and equipment deliveries; motivate and develop event support staff to ensure smooth operation of event and promote teamwork.
• Prepare event budgetary recommendations to CPM administration and ensure adherence to budget.
• Identify, recruit, coordinate, and present written and verbal instruction to key volunteers and other team members for specific events or activities, keep them on task at events, as assigned.
• Lead the college in developing new and innovative special events and retention activities as well as developing ways and means to create a greater impact through the special events conducted by the college.
• Conduct debriefing meetings to assess the overall success of key activities.
• Maintain master calendar for all CPM special events.
• Cultivate strong relationships with student organizations, campus departments, and external partners to enhance collaboration and event sponsorship opportunities.
• Act as the primary point of contact for event-related inquiries and build rapport with attendees.

KEY RESPONSIBILITIES

Department Administrative Support:

• Plan and prepare for meetings, events, and conferences.
• Create, prepare, and disseminate confidential documents such as meeting minutes, email correspondence, Excel spreadsheets and PowerPoint presentations.
• Proofread and edit correspondence and programs, answer phones, coordinate travel and hotel accommodations, prioritize daily calendar, respond to mail and email and direct inquiries to appropriate university personnel. Act as an information resource for students and visitors.

KEY RESPONSIBILITIES

College Scholarship and Advancement Support:

• Must work collaboratively with CPM and University staff, and volunteers. Work with the University and CPM department managers to coordinate/assign staff who may be needed to support University student related events.
• Work with University Advancement to develop innovative methods to provide WesternU CPM students with additional scholarship opportunities.
• Collaborate with University Advancement and Financial Aid to coordinate scholarship application processes, including distributing application forms, collecting submissions, and ensuring all applicants meet the specified requirements.
• Communicate updates to the database of scholarships, including details on eligibility, application requirements, and deadlines to the Financial Aid Office.

KEY RESPONSIBILITIES

Other duties as assigned
Posting Details Continued