Events & External Programs Administrative Assistant

Reports to:    Director of Summer & External Programs

Department:   Office of Events & External Programs

Summary

This dual-cycle position provides year-round operational and administrative support for auxiliary programming, including summer programs and external facility use, while also contributing to institutional events. In the near term, the role is grounded in strengthening and managing Summer & External Programs. Responsibilities will flex seasonally to align with peak institutional needs and priorities.

Responsibilities and Duties

    Events (Year-Round; Peak During Academic Year)

• Coordinate logistics for campus events, including institutional, advancement, and admissions-related programs
• Administering event intake, scheduling, and calendar coordination 
• Assist with run-of-show documents, timelines, and execution support
• Track event details, contracts, and logistical requirements
• Support event communications and materials

    Summer & External Programs Programs (Year-Round; Peak During Academic Year)

• Arrange logistics for:
  • Summer programs (internal and external)
  • External facility rentals during academic year
• Serve as a point of contact for program partners, camps, and external groups
• Manage participant data, scheduling, housing, dining, and space usage
• Support arrivals, departures, and on-site program needs
• Assist with contracts, invoicing, and program documentation

    Cross-Functional Responsibilities

• Maintain shared systems, calendars, and coordination tools across both areas
• Ensure continuity of information between events and auxiliary programs
• Develop and manage templates, checklists, and workflows to improve efficiency 
• Track key details, contracts, and historical information to support repeat success
• Provide general administrative and logistical support to the Office of Events & External Programs, including, managing general phone calls, email, voicemail, calendars, database (CampBrain), invoice processing, check requests, and monthly budget reconciliation. 
• Liaise vendors and internal partners (facilities, dining, campus safety, AV)

    Work Schedule Expectations 

• Standard scheduling during the academic year with occasional  evening/ weekend event support that may include travel
• Increased workload and schedule flexibility during peak summer and external program periods, particularly summer months
• Ability to adapt schedule to meet operational needs across both functions

Knowledge, Skills and Abilities

• Strong organizational, coordination skills and attention to detail
• Ability to manage multiple priorities across different types of work
• Excellent communication and customer service skills
• High attention to detail and problem-solving ability

Minimum Qualifications

• Associate’s degree in business or office management desirable, bachelor’s degree preferred
• A minimum of three year’s experience in event planning, hospitality, or project coordination required
• Computer literacy (Microsoft Office Suite, Google Workspace, e-mail functions, scheduling, and database software programs)
• Valid driver’s license

Physical Demands

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

• Environment: Environment: Work is performed in an indoor office environment where the noise level ranges from quiet to moderate. Work will also be performed outside an office environment to visit prospective students and families.  These environments will vary.
• Physical: Primary functions require sufficient physical ability and mobility to walk, stand, and sit for prolonged periods of time; may frequently lift up 20 lbs. or up to 10 pounds constantly and occasionally up to 50 lbs.; to travel in all modes of transportation; sufficient manual dexterity and eye-hand coordination to grasp, finger, and feel.;to operate office machinery; and to verbally communicate to exchange information with both English-speaking and non-English speaking contacts.
• Vision: See in the normal visual range with or without correction. 
• Hearing: Hear in the normal audio range with or without correction.

This description is intended to provide a general scope of the position. This job description may include other duties as assigned by the manager.