Program Assistant V: Special Events Assistant

Please visit our main career page at for a list of all our career opportunities!

Job Summary:

The University of San Francisco seeks a highly motivated and teamwork-driven candidate who thrives in a dynamic culture to serve as a Program Assistant for Special Events. Additionally, this candidate should possess initiative, independent judgment and good decision-making to efficiently plan, prioritize, and organize a diverse workload. Ideal candidates will have proven proficiency in the areas of alumni engagement, alumni relations, fundraising, volunteer management, project management, research, database maintenance, communications, budget tracking, and excellent customer service.

Reporting to the Senior Director of Special Events and with the general guidance of the Lead Program Assistant,the PA ofSpecial Events plays an essential role in helping to build and maintain strong relationships with the USF alumni community. This role provides administrative, communication, and event support to the Special Events team. This role will primarily focus on supporting events, fundraising efforts, data retrieval, analysis, and reporting. The Special Events Program Assistant will have opportunities to take ownership of projects and influence decisions. This role also supports email communications, data tracking, and day-to-day operations.

Full Job Description:

JOB RESPONSIBILITIES:

• Support the Special Event team in coordinating logistics for 50+ Development events, including on-site registration, coding of attendee lists, marketing efforts, and oversee all details related to execution of events.
• Design and build event registration templates for various events.
• Manage tracking and reconciliation of expenses for a program budget of $300K.
• Draft, proofread, type, copy, distribute, and file correspondence and communications.
• Schedule, arrange, and coordinate team meetings which includes managing room reservations, preparing agenda items, AV set-up, calendaring, document preparation, and taking minutes as needed.
• Manage the Special Events general telephone and email, including researching and independently resolving questions and issues related to event inquiries.
• Employs effective follow-up systems to ensure that deadlines are met.
• Manage sensitive information with the highest level of discretion and confidentiality, including contract and expense payments.
• Organize and maintain the department’s hard and/or electronic files, including office and event supplies.
• Perform other related duties and projects as assigned.
• Attend special events to provide day-of support.
• Conduct outbound phone calls to encourage constituent registration and attendance.
• Interface directly with vendors, university partners, Development departments, and internal and external stakeholders, while maintaining positive working-relationships.
• Manage and track event logistics, RSVPS, event payments, event registration sites, and the production of nametags and guests lists for events managed by Special Events.
• Make basic updates to event pages on the USF calendar website.
• Prepare event emails in the university's email marketing system.
• Prepare event registration sites in the university's event registration system.
• Update and maintain event related data in Salesforce CRM software.
• Train, mentor, hire, and manage timesheets for part-time USF student interns.
• Recommend, develop, and implement new methods and policies to improve quality of events and office functions.

MINIMUM REQUIREMENTS:

• Training or experience equivalent to five years of increasingly responsible work experience in a support role or related education.
• Post high school education is preferred.
• Exceptional communication skills, advanced interpersonal skills with a demonstrated ability to effectively build relationships with a diverse group of people including volunteers, donors and University staff.
• Experience in writing and curating content.
• Experience in EMMA Email Marketing,Cvent Event Management, and Salesforce preferred, but not required.
• Project management expertise in multi-faceted events or projects with overlapping and competing deadlines.
• Exceptional attention to detail, including editorial, proofreading, or other media experience desired as is ability to provide close attention to detail.
• Highly organized and capable of flourishing in a fast-paced, high-volume work environment.
• Proficient in managing high email volumes, prioritizing workloads, taking initiative in projects, and meeting deadlines with minimal supervision.
• Ability to travel locally, work evenings and weekends, as required.
• Minimum of 3 days per week in office plus additional days as required to support meetings, events, etc.
• Be able to carry up to 10-20 lbs of event-related items such as name tags, banners, tablecloths, books and other materials.

The University of San Francisco appreciates that the collective sum of our differences, experiences, knowledge, and self-expression is crucial for our success. We strongly invite candidates of all backgrounds to apply and to participate fully and authentically in our workplace.