Project Support Specialist for University Events

Posting Details

Position Information

Job Title
Project Support Specialist for University Events

Union Level

Department
Special Events

Campus
Stockton

Posting Number
201303718P

Full or Part Time
Full Time

Number of Months
12

Work Schedule

Position End Date

Open Date
06/21/2024

Close Date

Open Until Filled
Yes

Special Instructions to Applicants

For Applicants Seeking Job Opportunities within the University
Internal: Internal applicants will be considered within the first five (5) business days of the posting period.
External: External applicants will be considered on the sixth (6) business day of the posting period.

Position Summary Information

Primary Purpose

The Project Support Specialist is a key team member of the events team that will support office operations, activities, and special projects of the Executive Director of University Events. As well as a variety of advanced administrative and project support functions for the University Events team.

Essential Functions
Serves as key contact for the Executive Director of University Events, interacting with individuals from all organizational levels and campuses of the University, donors, alumni, major businesses and others in a professional and congenial manner.
Provides advanced and proactive administrative support in managing the Executive Director of University Events' projects, calendar, committees, events, travels, and other activities; preparing agendas, correspondence, presentations, meeting materials, preparation, and final production of reports; taking, preparing and disseminating meeting minutes and following up on relevant action items ensuring utmost quality and efficiency.
Provides high-level project support to members of the Executive Director's team by performing a variety of activities to support high quality and timely completion of projects, including: Coordinates activities and deadlines and provides proactive research, support and communications for meetings, events and projects.
Regularly and proactively communicates the status of ongoing projects with the Executive Director.
Assists with the collection and compilation of data and fundraising analysis as needed.

Aids the Executive Director in processing appropriate payment of charges, verifying expenses, monitoring Pro-card activity and timely submissions of expense payment requests.
Performs other related duties as assigned.
University of the Pacific recognizes that diversity, equity, and inclusion is foundational to the success of our valued students and employees. We prioritize policy and decision-making that demonstrates awareness of, and responsiveness to, the ways socio-cultural forces related to race, gender, ability, sexuality, socio-economic status, etc. impede or propel students, faculty, and staff.

Minimum Qualifications Bachelor's Degree (Two (2) years of full-time experience in the same/similar position is equal to one (1) year of completed post-high school education coursework).
Five (5) years of work experience providing senior-level administrative support and/or management experience.
Preferred Qualifications In-depth knowledge of administrative support functions and office management principles and procedures.
Impeccable follow-through, attention to detail, and commitment to accuracy and high quality work products.
Excellent communication, and ability to listen to others, clearly articulate ideas in oral and written form, accurately prepare written business correspondence that is coherent, grammatically correct, effective and professional.
Excellent customer service, with strong interpersonal skills and the ability to exercise diplomacy and deal effectively with people in a variety of circumstances in a calm, precise way.
Intermediate to advanced skills in MS Office suite, adept at conducting Internet research into project-related issues.
Knowledge of project coordination and ability to coordinate multiple projects simultaneously, proactively carries out project support functions, manages time effectively, and has ability to be proactive to anticipate, plan for and communicate needs of the unit.
Some skill in social media, graphic design and event photography is preferred.
Strong ability to perform duties using highest level of confidentiality and respect for others.
Positive can-do attitude and problem-solver with the ability to manage one's own time and stress.
Strong ability to work independently as well as in a team environment.
Experience and sensitivity in working with people of diverse backgrounds and cultures.
Demonstrated experience in advancing social justice, equity, and inclusion in a university setting.
Ability to engage and integrate culturally responsive practices and knowledge in their work.

Physical Requirements

The physical demands described here are representative but not definitive 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 functions.

Requires extended periods of sitting and repetitive hand/wrist motion while using computer keyboard and phone. Occasional standing, walking, climbing stairs, bending, stooping and reaching. Occasional lifting up to 25 pounds.

Work Environment/Work Week/Travel:
Work is primarily performed in a standard office environment. Work performed during standard business hours. May require evening and weekend hours to complete tasks. Occasional travel may be performed.

Valid driver's license required. Incumbent must also be able to meet the University's fleet rules and be eligible to drive for University business. The University and its insurance carrier reserves the right to exclude applicants based on their driving record.

Hiring Range
$25.87 - $34.28 per hour. We consider factors such as, but not limited to, scope and responsibilities of the position, candidate's qualifications, internal equity, as well as market and organizational considerations when extending an offer.

Background Check Statement

All applicants who receive a conditional offer of employment are required to execute a release and authorization for a background screening.

AA/EEO Policy Statement

University of the Pacific is an affirmative action and equal opportunity employer dedicated to workforce diversity. In compliance with applicable law and its own policy, Pacific is committed to recruiting and retaining a diverse faculty and staff and does not discriminate in its hiring of faculty and staff, or in the provision of its employment benefits to its faculty and staff on the basis of race, color, religion, national origin, ancestry, age, genetic information, sex/gender, marital status, military and veteran status, sexual orientation, medical condition, pregnancy, gender identity, gender expression, or mental or physical disability.