Staff Assistant, Event Consultant

at  Bridgewater State University

DEPARTMENT SUMMARY:

Bridgewater State University is an inclusive community dedicated to the lifelong success of all students, focused on the continuous improvement of its people, and responsible for leading innovation that benefits Southeastern Massachusetts, the commonwealth, and the world. Bridgewaters accessible environment of teaching and learning stimulates critical thinking, pursuit of new knowledge, and deeper understanding, the cultivation of meaningful and diverse interpersonal relationships, and fostering an appreciation for global engagement, all aimed at transforming lives and improving the human condition.
Our commitment to diversity, equity, and inclusion is reflected in our institutional values, which ensure that all students are supported and succeed.
Bridgewater State University is equal employment opportunity/affirmative action employer. Members of underrepresented groups, and those committed to working in a diverse cultural environment, are strongly encouraged to apply.
The mission of the Department of University Events is to support the University mission and serve as a one-stop operation that follows University priorities to coordinate, support, execute and consult on meetings, events, and programs throughout campus. Successful candidates will be staff members that can work with their colleagues to help meet the mission of the Department of University Events in serving and supporting our racially and ethnically diverse campus community.
We are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome, and included.

POSITION SUMMARY:

We are looking for equity-minded applicants who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community.
The Events Consultant provides program planning to a diverse group of campus sponsors and external conference clients. They also ensure that necessary program services have been arranged and assists sponsors with program execution.
Supervision Received: Reports to the Assistant Director, Event Management
Supervision Exercised: Supervises graduate and undergraduate students and other seasonal conference staff as assigned.

REQUIRED QUALIFICATIONS:

• Bachelors Degree
• Commitment to customer service excellence/support to enhance an environment of equity, diversity and inclusion with the ability to work directly with people from diverse racial, ethnic, and socioeconomic backgrounds.
• Experience in the program planning/development and the coordination of program support of a diverse range of events.
• Excellent verbal and written communication skills, strong interpersonal skills, organization skills and attention to detail are required, as is flexibility and a sense of humor
• Experience training, developing, and mentoring a diverse group of co-workers or employees.
• Thrives while working in a fast-paced, hands-on environment

PREFERRED QUALIFICATIONS:

• Experience with using database and general office software
• Basic knowledge of audio-visual equipment as applicable to programs, meetings and events is preferred
• Flexibility and the ability to work nights and weekends as necessary.

• Provide coordination and project management to campus event sponsors to ensure event success. Develop appropriate plans for the program implementation and evaluation based upon the stated goals including selecting most appropriate date(s) and location(s) for programs based upon the campus calendar and program requirements.
• Plan and coordinate necessary program support services, including facilities arrangements, parking, audio-visual needs, food/beverage service, and other related needs.
• Oversee the management of event teams to produce quality, multi-faceted events and programs. Using fair and equitable practices; hire, train, supervise and evaluate student and part-time staff for the support of conferences and events; coordinate staff assignment to ensure delivery of appropriate conference/event support.
• Establish program specific campus calendar and event information thats disseminated to college community.
• Participate in the planning process for University-wide events, including participation in planning meetings, assumption of specified program-related duties and managing the execution of the event.
• Directly oversee program setup and execution for events and/or conferences as assigned.
• Plan and coordinate summer conference housing arrangements with the department of Residence Life and Housing; obtain relevant information from clients, including rooming lists, check-in needs, etc.; and arrange for rental of necessary services, as required. Coordinate use of facilities and appropriate food services for summer conferences.
• Maintain accurate and complete record of all services, counts and expenses associated with conferences and events to ensure accurate information for billing purposes. Prepare billing summaries at conclusion of all assigned programs.
• Develop and maintain program support resources for campus event planners, including entertainment options, equipment rental companies, florists, etc. Make necessary contacts with these resources as appropriate. Maintain comprehensive event records in Event Management Systems (EMS) database. Utilize EMS system to communicate event information to sponsors and service providers.
• Assist with off hours and weekend questions & issues that may arise due to scheduled events and meetings.
• Work with the director to provide direction, policy formulation and decision-making to effectively plan events.
• Establish and maintain relationships with internal and external university partners.
• Other duties as assigned.