Resources & Events Assistant

Chicago state university; Chicago (IL); On-site; USD 42,000 - 62,000; Full time

Job summary

Chicago State University (CSU) is seeking an events professional to coordinate and oversee all aspects of special events for a large academic unit. Under Administrative direction, you will manage communications, scheduling, and on-site implementation, ensuring event success and adherence to university policies.

Responsibilities include screening calls, handling inquiries for Budget Office and Meeting/Events, maintaining records, inventory, and coordinating external and internal guest lists;

Qualifications

• 12 months of experience in event planning, hospitality, or catering in a corporate or non-profit setting.
• or 6 months of vendor management and 6 months of experience in event planning, hospitality, or catering in a corporate or non-profit setting.
• Must be an Illinois resident within 180 days of start date.

Responsibilities

• Coordinate and oversee all aspects of special events for a large academic unit.
• Screen phone calls and visitors; handle routine inquiries.
• Review and respond to emails and mail for Budget Office & Meeting, and Events.
• Manage filing and record-keeping for Budget Office and Meetings/Events.
• Compose and send campus-wide communications.
• Maintain inventory records and conduct periodic checks.
• Manage all office facility requests.
• Assist with planning and coordinating events with external and internal guest lists.
• Assist with on-site event implementation.
• Establish and manage procedures for event communications.
• Assist and maintain financial activities and reporting for department needs.
• Prepare policies, goals, objectives, or procedures.
• Maintain property and equipment for department and university needs.
• Performs other duties as assigned.

Skills

General office practices

Customer service

Curriculum & training design

Oral & written communication

Interpersonal skills

Multi-tasking

Supervision

Computer software proficiency

Independent work & judgment

Job description

12 months of experience in event planning, hospitality, or catering in a corporate or non-profit settings.
and or
6 months of vendor management and 6 months of experience in event planning, hospitality, or catering in a corporate or non-profit settings.

Standard Work Week

Standard Work Week Monday-Friday Some weekends and evenings required.

Chicago State University ( CSU ), is the oldest public university in the Chicago metropolitan area. Chicago State University is Illinois’ only four-year U.S. Department of Education-designated Predominantly Black Institution ( PBI ). CSU serves over 1,500 undergraduate students and nearly 900 graduate students. The university is a nationally accredited university with five colleges in Arts and Sciences, Business, Education, Health Sciences and Pharmacy and proudly supports a diverse and non-traditional student population that hails from 28 countries and 36 states.

Under Administrative direction, coordinates, arranges and oversee all aspects of special events for a large academic or administrative unit.

Job Description

Screen phone calls and visitors for the Budget Office & Meeting and Events departments; determines their needs and personally handles routine inquiries and requests.

Reviews all incoming Budget office & Meeting, and Events emails and office mails, responding to routine items independently and distributing the remainder to the designated members of the staff.

Manages the filing and record-keeping process for both units.

Composed and sent out all campus-wide communications.

Maintain inventory records and conduct periodic checks to ensure inventory control processes are effective.

Managing all office facility requests.

Assist with planning and coordinating special events that would include the external and internal guest lists that would be utilizing of the space for the university needs.
Assist with on-site event implementation
Establishes and manages procedures for event communication including independently handling or directing all inquiries pertaining to the events
Assist and maintain financial activities and/or reporting pertaining to the departments needs
Prepares policies, goals, objectives, or procedure
Maintain property and/or equipment for the department and university needs
Performs other duties as assigned

Minimum Qualifications

CREDENTIALS TO BE VERIFIED BY PLACEMENT OFFICER

• 12 months of experience in event planning, hospitality, or catering in a corporate or non-profit settings.
  or
  6 months of vendor management and 6 months of experience in event planning, hospitality, or catering in a corporate or non-profit settings.

Must Be a Illinois residence within 180 of there start date.

Preferred Qualifications

Knowledge, Skills and Abilities

• Knowledge of general office practices and procedures
• Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Knowledge of principles and methods for curriculum and training design, teaching and instruction for individuals and groups, and the measurement of training effects
• Skill in oral and written communication
• Ability to work effectively with staff, the public, and outside constituency groups
• Ability to organize and multi-task
• Ability to supervise and knowledge of administrative concepts and methods.
• Ability to utilize various computer software packages
• Ability to work independently and exercise judgment in order to be able to analyze and investigate a variety of questions or problems

Additional Applicant Information

Physical Requirement/ Demands

The job may require prolonged periods of standing, walking, or sitting. Must also be able to carry 50 lbs. with ease. Also, the weather impacts on working conditions.

Convention areas in the office environment showcase the university’s outdoor landscape.

Posting Specific Questions

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