Senior Program Support Assistant

University System of New Hampshire; Keene (NH); Hybrid; USD 45,000 - 65,000; Full time

Job summary

The Cohen Institute for Holocaust and Genocide Studies within the University System of New Hampshire seeks a Senior Program Support Assistant to handle programmatic, business, and office tasks. You will greet visitors, respond to inquiries, and support students, faculty, donors, and community members.

Responsibilities include planning event logistics, coordinating travel, managing budgets, processing payments, and maintaining office files and communications across campus.

Qualifications

• Bachelor's Degree plus 2 years of relevant experience OR Associate's Degree plus 4 years of relevant experience OR high school graduation plus 6 years of relevant experience.

Responsibilities

• Plan and execute logistics for events, including room bookings and catering.
• Create itineraries for guest speakers and coordinate travel arrangements.
• Coordinate advertising materials with Marketing and distribute campus materials.
• Manage Cohen Institute budgets and audit monthly expense reports with Finance.
• Greet visitors and respond to inquiries via phone and email; route messages to staff.
• Process paperwork for honoraria, reimbursements, and other payments; track status.

Skills

Event planning

Budget management

Vendor setup

Payments processing

HR postings

Office administration

Communications

Education

Bachelor's degree

Associate degree

High school diploma

Tools

SharePoint

USNH system

Purchasing Card

Job description

The Senior Program Support Assistant provides programmatic, business, and office support to the Cohen Institute for Holocaust and Genocide Studies. This position serves as the first point of contact in the Institute's office by greeting visitors, responding to inquiries, and more. This staff member reports to the Institute's Director and regularly interfaces with and supports students, faculty, members of the local community, and donors.

Job Description

1) Programmatic Support (45%)

Plan and execute logistics for the Cohen Institute's events/offerings. This includes responsibilities such as: booking rooms, arranging catering, setting up events (check-in table with registration lists, etc.), printing materials, coordinating event volunteers as needed, collaborating with Campus Safety to arrange security, and more. Includes offerings such as the summer institutes, invited lectures, workshops, and more. Maintain attendance rosters for events, adding details to the shared team spreadsheet within a timely fashion.

Create schedules and/or itineraries for guest speakers, workshop attendees, and others. Serve as campus contact for visiting Scholars and other Institute guests during their time on campus. Coordinate travel arrangements such as airfare, ground transportation, and accommodations for guest speakers and other affiliates as needed.

Coordinate creation of advertising materials for events with Marketing, local newspapers, and other partners. Distribute printed materials across campus and via email to campus and local community.

Collaborate and plan additional aspects of events and programs with campus and system-wide partners.

Manage use of Cohen Institute classrooms and spaces. This includes event/meeting scheduling and set up as well as class scheduling (in collaboration with Academic Affairs). Work with Academic Affairs and/or other partners to resolve any schedule changes or conflicts.

2) Business Functions (40%)

Create and send letters of agreement and media release forms for guest speakers, research affiliates, and other paid associates. Set up external speakers and payees in the USNH system as vendors so that they can be compensated. This also involves following up with individuals who have completed forms incorrectly or who are missing forms.

Process paperwork for honoraria, reimbursements, and other payments within a timely fashion after a commitment has concluded. Send timely written updates to payees and Institute Director regarding the status of payments.

Work with Human Resources and other USNH and campus partners to create and deploy job postings for positions such as internships, fellowships, student scholars, visiting Scholar, and more. Direct applicants with questions to appropriate contacts or resources.

Purchase supplies/equipment and process payments using a Purchasing Card and other College budgeting/payment systems. (Requires advance spending approval from Director.)

Maintain, manage, and plan multiple Cohen Institute budgets in consultation with Director. Audit budget reports on a monthly basis to ensure that all expenses have been applied to the appropriate funds. Work with Finance team members to rectify any issues.

3) Office Support and Communications (15%)

Greet visitors to the Cohen Institute during regular business hours and answer general inquiries via phone and email about the Institute in a timely fashion. This includes responding to messages from community members, students, and others.

Route messages or contacts to Institute staff members, affiliates, and other colleagues on campus as appropriate.

Maintain an organized and professional work environment in the Cohen Institute by keeping office spaces, supply closets, and classrooms tidy and presentable, resolving any maintenance issues, and more. This may involve work with Physical Plant, custodial services, and ET&S.

Check Institute mailboxes on a daily basis and receive/deposit any mailed donations within a timely fashion. Coordinate closely with Office of Advancement.

Manage correspondence such as appeals letters, brochures, and programs.

Manage, organize, and maintain office supplies for the Institute.

Organize and maintain the Institute's files through SharePoint and other file management systems. This includes maintaining accurate contact lists of students, program participants, donors, and others.

Attend regular Cohen Institute team meetings, one-on-one meetings with Director, and meetings with other Institute staff/affiliates as appropriate. Follow Cohen Institute protocols for team communications and task management each day.

Serve on campus committees as interested or needed (with prior approval from Director).

Other duties as assigned.

Requirements

Minimum Acceptable Education & Experience:

Bachelor's Degree and 2 years of additional relevant experience OR Associate's Degree and 4 years of additional relevant experience OR high school graduation or equivalent and 6 years of additional relevant