Program Assistant, Initiative for Health Care Economics

Bentley-University; Waltham (MA); Hybrid; USD 28,000 - 34,000; Part time

Job summary

Bentley University is seeking a fractional Program Assistant to plan and execute four signature events over the coming year. The role is part-time, with afternoon hours typically 2:30–5:00 PM and occasional evenings, on-site with some remote work as appropriate.

The successful candidate will coordinate end-to-end event logistics, manage invites and registrations, track budgets, draft communications, and provide day-of support and post-event follow-up under the supervision of Prof.

Qualifications

• Bachelor’s degree required.
• Proven experience planning and executing events from concept to completion.
• Exceptional organization and attention to detail; able to juggle multiple timelines.
• Strong written and verbal communication; professional presence with guests and vendors.
• Proficiency with Google Workspace or Microsoft Office; CRM tools a plus.

Responsibilities

• Lead end-to-end planning for four initiative events per year: build timelines and run-of-show documents, manage budgets, and keep every workstream on schedule.
• Coordinate all event logistics, including dealing with distinguished guests, organizing AV needs, materials, and staffing or volunteer coverage.
• Manage invitations, registration, and RSVP tracking; maintain clean attendee and stakeholder lists with CRM-style accuracy.
• Draft event communications — save-the-dates, reminders, briefing documents, and thank-you/follow-up notes.
• Serve as day-of point person: oversee setup, greet and manage guests and speakers, troubleshoot in real time, and lead breakdown.
• Track expenses and produce a brief post-event recap for each initiative, capturing attendance, outcomes, and lessons learned.
• Provide light administrative support between events: scheduling planning meetings, keeping shared documents current, and following up on action items.

Skills

Event planning

Organization

Communication

CRM tools

Budget management

Education

Bachelor's degree

Tools

Google Workspace

Microsoft Office

CRM software

Job description

Job Description SummaryThe Initiative for Health Care Economics at Bentley University is looking for a fractional Program Assistant to own the planning and execution of four signature initiative events over the coming year. This is a part-time, afternoon-based role (no more than 2hrs week, some weeks zero, generally 2:30–5:00 PM, with no more than four evening commitments) is ideal for a highly organized, self-directed professional who thrives on turning ideas into well-run, memorable events. You will work directly with the program lead, Prof. Benjamin Chartock (Economics Department) and serve as the operational backbone of each initiative — from first planning call through day-of execution and post-event follow-up.This is a limited-term position through June 30, 2027, with possibility of extension.Essential FunctionsLead end-to-end planning for four initiative events per year: build timelines and run-of-show documents, manage budgets, and keep every workstream on schedule.Coordinate all event logistics, including dealing with distinguished guests, organizing & communicating AV needs, materials, and staffing or volunteer coverage.Manage invitations, registration, and RSVP tracking; maintain clean attendee and stakeholder lists with CRM-style accuracy.Draft event communications — save-the-dates, reminders, briefing documents, and thank-you/follow-up notes.Serve as day-of point person: oversee setup, greet and manage guests and speakers, troubleshoot in real time, and lead breakdown.Track expenses and produce a brief post-event recap for each initiative, capturing attendance, outcomes, and lessons learned.Provide light administrative support between events: scheduling planning meetings, keeping shared documents current, and following up on action items.Minimum QualificationsBachelor’s degreeProven experience planning and executing events — galas, programs, trade shows, private events, or large meetings — from concept through completion.Exceptional organization and follow-through; comfortable juggling multiple event timelines at once without dropping details.Strong written and verbal communication skills and a warm, professional presence with guests, vendors, and stakeholders.Proficiency with standard tools (Google Workspace or Microsoft Office, spreadsheets, shared calendars); experience with registration or CRM tools a plus.A proactive, resourceful mindset — you anticipate problems, propose solutions, and don't wait to be asked.Work EnvironmentReliable afternoon availability on weekdays, with flexibility to be on-site for the four event dates (some may fall outside normal hours) for planning walkthroughs and event managementHybrid role with the majority of work performed on campus; remote work is available when appropriateTypical office setting with extensive computer work and sittingPay TransparencyAt Bentley we offer a “total rewards” package designed to attract, motivate, retain, and reward our employees. This includes competitive compensation, robust benefits, career development and opportunities, generous paid time off, workplace flexibility and a positive, engaging employee experience. In alignment with the Massachusetts Pay Transparency Act and our commitment to equity and transparency, we’re disclosing the salary for this role. This position has a fixed hourly rate of $20.00.If you have questions about the salary or need additional information, please contact us at [e-mail] University requires references checks and may conduct other pre-employment screening.DIVERSITY STATEMENTBentley University strives to create a campus community that welcomes the exchange of ideas, and fosters a culture that values differences and views them as a strength in our community.Bentley University is an Equal Opportunity Employer, building strength through diversity. The University is committed to building a community of talented students, faculty and staff who reflect the diversity of global business. We strongly encourage applications from persons from underrepresented groups, individuals with disabilities, covered veterans and those with diverse experiences and backgrounds.