University Program Associate

at  North Carolina AT State University

MINIMUM EXPERIENCE/EDUCATION

Bachelor’s degree; or an equivalent combination of training and experience.
All degrees must be received from appropriately accredited institutions.

PREFERRED YEARS EXPERIENCE, SKILLS, TRAINING, EDUCATION

Graduation from a four-year college or university and 1-2 years of experience in events scheduling and coordination or equivalent experience (5-7 years) in events scheduling and database management. Use and management of web-based software and information is highly desirable.
Any additional experience in higher education administration, student services and/or events scheduling/management which enhance a working knowledge of computing information systems as related to the aforementioned areas are considered a plus.

SPECIAL INSTRUCTIONS TO APPLICANT

You must complete and submit an electronic application for employment to be considered. Resumes will not be accepted in lieu of completing an electronic application. Applicants seeking Veteran’s Preference must attach a DD 214 form. Certificate of Release or Discharge from Active Duty with your application during the process of applying to the job posting. Final candidates are subject to criminal and sex offender background checks. North Carolina A&T State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. North Carolina A&T State University is an Equal Opportunity and Affirmative Action Employer. No one who applies or seeks employment will be denied admission to or employment at North Carolina A&T State University on the basis of race, religion, color, national origin, sex, age, disabling condition, veteran status, political affiliation, genetic information or sexual orientation and sexual identity.

PRIMARY PURPOSE OF POSITION

The Events and Services Coordinator is primarily responsible for managing both the administrative functions of the UEC and operations of the UEC scheduling system. Administrative responsibilities include supervision of UEC temporary, and student staff, as well as management of all operating accounts, and coordination of all office activities, including equipment and vehicle inventory and maintenance. Also the Events and Services Coordinator will assists with the supervision of the 25 LIVE events management database, supervising the UEC scheduling operation that services all registered student organizations, faculty & academic departments, staff & administration, and all off-campus customers. In addition to scheduling, must be knowledgeable of major event planning and logistics, competent in 25 LIVE scheduling systems and facilitate training for scheduling system. Assists with management events, this includes but are not limited to, meetings, conferences, concerts, shows, classes, orientation, fairs, athletics, speaking engagements, etc.

DUTIES

• Coordinates and facilitates solutions with internal and external organizations and constituents within delegated authority from the administrator
• Receives, investigates and resolves complaints from students, faculty and staff concerning all Student Center events and activities
• Assigns facility/resources specific to each reservation request in database, while also cataloging/communicating room layouts and designs to various customers.
• Resolves potential conflicts with room/facility reservations, resource needs and personnel support from University to all customers
• Uses judgment and independence to make changes to schedules and matters of the administrator
• Processes inquiries into facility availability for on campus activities and provide alternatives to all unmet requests in Student Center
• Manages student staff scheduling and operation to ensure all scheduling goals are met, including reservation requests processing, audio/visual support, and campus events communication
• Provides logistical direction when arranging for events; perform tasks with general supervision and able to work cooperatively with others
• Schedules work to ensure all task are completed
• Analyzes and distributes resources throughout campus for various events/activities
• Oversees response to all reservations request in a timely and efficient manner
• Facilitate 25 Live Pro training to students and departments monthly
• Develop training sessions annually for University Event Center Orientation

DUTIES

• Processes room requests for Student Center space from students, faculty, staff, administration & off-campus entities
• Interprets and enforces all policies and procedures of the UEC and the Student Center
• Responds to policy questions and provides related guidance as necessary to ensure efficient events scheduling and management
• Resolves all scheduling issues/conflicts in the Student Center
• Demonstrates working knowledge of policies, procedures and processes required within the organization related to events and logistics
• Demonstrates familiarity with rules, regulations and laws affecting organization
• Works with PC environments:
  —Software applications used are Microsoft(MS) Office Professional(including Project, Excel, Word & Access)
  —Internet browsers (Firefox, MS/Internet Explorer, Google Chrome), MS Works, MS Exchange, (CMS) Cascade and 25 LIVE database
  —Operating systems used are XP, NT, DOS, and all versions of Windows Servers used are MS Exchange Server, Internet Server, SQL Server, 25Live web, File Server and Web Server
  —Hardware includes printers, scanners, zip drives, CD-ROMs, hard drives and multimedia systems

DUTIES

• Works with and maintains relationships with various university offices, Facilities, University Relations, Campus Enterprises, Administration, Athletics and University Police Department
• Meets and creates strategies with departments head on how UEC can best service entire campus by assessing current UEC policies and procedures
• Works with the Director to ensure all personnel are working within given duties and responsibilities
• Provide high quality customer service to all internal and external customers

DUTIES

• Practices excellent communication skills incorporating listening and response techniques that are effective while communicating with diverse public
• Communicates with the campus community regarding all university events, logistics support needs, marketing initiatives and safety concerns
• Effectively communicates with all levels of management, staff and students, as well as all UEC customers

• •Provides information related to Student Center inquirers, be they student organizations, faculty/staff, administration or off campus entities.

• Answers questions related to the 25 LIVE system
• Explains office policies and procedures to student organizations, faculty, staff and administration, and external customers
• Refers some calls/visitors as needed to other offices
• Manages information to external contacts which include: radio/television stations, company/agency/school human resource personnel, and off-campus potential customers of the university
• Reads and understands guidelines, regulations, policies, and references used by employee of the Student Center/UEC: 25 LIVE manual, technology updates,etc.
• Manages all information regarding University activities inputted into the 25 Live website and UEC campus video screens in order to disseminate the correct information related to Student Union events marketing
• Communicates with all safety and security personnel regarding events
• Communicates and enforce all policies and forms related to events scheduling, office internships, and volunteer staffing

DUTIES

• Assists with the record keeping and inventory of UEC resources
• Maintains file for current and upcoming events
• Compiles status reports and daily, weekly, monthly and yearly reports from 25 LIVE Database for use by UEC and Student Center staff
• Disseminates information by answering questions related to event bookings, completion of room request forms, upcoming on-campus events, and website inquiries
• Disseminates information to external contacts: radio/television stations, company/agency/school human resource personnel, and off-campus potential customers of the university
• Manages all information regarding UEC activities inputted into the 25 LIVE website and UEC campus video screens in order to disseminate the correct information related to university events
• Manages invoice and payment collection for Student Center rentals
• Prepare formal estimates for Student Center reservation rentals.
  Position Information