Administrative Program Support 2, Office Of Events And Programs – Law School

JOB SUMMARY

The University of Connecticut, School of Law seeks applicants for a full-time position as Administrative Program Support 2 for the Office of Events and Programs. Under the direction of the Events and Programs Manager, the Program Support 2 position is responsible for all administrative activities for the Events and Programs Department.

DUTIES AND RESPONSIBILITIES

Include but are not limited to:

• Provide administrative support for large-scale campus events (annual commencement and dean-directed events), weekly faculty workshops, law journal symposia, and other events as directed.
• Provide calendar management and schedule meetings for department and clients for event meetings.
• Manage campus scheduling calendar and reservation system (EMS). Review reservations and evaluate requests based on all campus activities including student organization activities, panels, and presentations directed at students and other campus activities. 
• Answer questions and provide guidance for students, faculty, and staff for in-person and online activities through the reservation process and campus scheduling calendar.
• Handle room layouts for events in two major event spaces (Reading Room and Janet M. Blumberg Hall). Work with clients (and catering vendors when needed) to ensure the correct room layout is achieved and communicated via the work order system.
• Plan, coordinate, and execute events on behalf of the Department as needed.
• Manage all travel arrangements for faculty workshop speakers, conference, and symposia speakers including reservations and reimbursements of expenditures.
• Manage all catering orders for weekly faculty workshops including confirming headcounts, dietary restrictions, and deliveries.
• Monitor, track, and reconcile monthly credit card expenditures for the Department.
• Work closely with the Business Office to correctly perform purchase requisitions and expenditures while following University policies.
• Maintain records and prepare necessary reports that require an understanding of the office programs and administrative operations.
• Provide event support leading up to, during, and after events including traveling between buildings with supplies, preparing name tags, deployment and placement of directional signage, and correct room set up including stage set up, table and chair layout, check-in area, and other event related tasks.
• Must be able to lift up to 25 pounds.
• Ensure Law School and University policies are followed when working with clients for event expenditures including but not limited to room reservations, catering, printing, guest travel and hotel, signage, and promotional items.
• Functions in a fast-paced environment, which also includes a flexing schedule to work occasional nights and weekends.
• Prepares promotional material, including idea generation and design, illustration, and production for Law School events.
• Designs, schedules, and produces posters, advertising flyers, and other informational and promotional materials.
• Perform related duties as required.

MINIMUM QUALIFICATIONS

1. Bachelor’s degree in a related field and two years of related experience. An equivalent combination of education and experience may be substituted for the degree and years requirement.
2. Proficiency with Microsoft Teams, Outlook, Excel, and Word, as well as WebEx and Adobe.
3. Evidence of clear and concise writing ability and proficiency in adapting writing style for different media and audiences, as demonstrated by writing samples (i.e. email correspondence, department/organizational reports, and/or office announcements.)
4. Experience working in a fast-paced, complex, multi-faceted office environment.
5. Experience planning, coordinating, and executing events.
6. Must be able to lift 15 pounds and place on cart for transport.

PREFERRED QUALIFICATIONS

1. Demonstrated organizational skills and ability to resolve administrative problems efficiently, effectively, and independently. This is a highly deadline-driven and fast-paced role that requires grace under pressure.
2. Demonstrated experience with creating promotional and marketing materials such as posters, advertising flyers, and other informational and promotional materials for events.
3. Demonstrated ability to exercise flexibility, good judgment, and discretion. The ideal candidate is an engaging self-starter and a problem solver who can think on their feet.
4. Excellent interpersonal skills and ability to work at all levels within the organization.
5. Demonstrated ability to work collaboratively with individuals of diverse cultural, social, and educational backgrounds.
6. Prior experience working in a higher education setting in a university environment.
7. Demonstrated experience working with UConn administrative processes including Concur, EMS, and/or other administrative enterprise systems.

APPOINTMENT TERMS

This is a full-time, permanent, UCPEA staff position with an excellent benefits package. Salary will be commensurate with the successful candidate’s background and experience. Other rights, terms, and conditions of employment are contained in the collective bargaining agreement between the University of Connecticut and the University of Connecticut Professional Employees Association (UCPEA).

TERMS AND CONDITIONS OF EMPLOYMENT

Employment of the successful candidate is contingent upon the successful completion of a pre-employment criminal background check.

TO APPLY

Please apply online at https://hr.uconn.edu/jobs, Staff Positions, Search #498563 to upload a resume, cover letter, and contact information for three (3) professional references (including title, organization/company, phone, and email).

This job posting is scheduled to be removed at 11:55 p.m. Eastern time on August 31, 2024. 

All employees are subject to adherence to the State Code of Ethics which may be found at http://www.ct.gov/ethics/site/default.asp.

All members of the University of Connecticut are expected to exhibit appreciation of, and contribute to, an inclusive, respectful, and diverse environment for the University community.

The University of Connecticut aspires to create a community built on collaboration and belonging and has actively sought to create an inclusive culture within the workforce. The success of the University is dependent on the willingness of our diverse employee and student populations to share their rich perspectives and backgrounds in a respectful manner. This makes it essential for each member of our community to feel secure and welcomed and to thoroughly understand and believe that their ideas are respected by all. We strongly respect each individual employee’s unique experiences and perspectives and encourage all members of the community to do the same. All applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.

The University of Connecticut is an AA/EEO Employer.

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