University Events Assistant

Colgate University; New York (NY); Hybrid; USD 25,000 - 30,000; Part time

Job summary

Colgate University is seeking an University Events Assistant to provide administrative and operational support for the registration management and execution of more than 45 events annually, with on-site presence in the University Events Office.

The role offers up to 25 hours per week during standard business hours, with mandatory evening and weekend hours to cover live events. This position runs January through June 2027 and requires strong communication and multitasking abilities.

Qualifications

• Exceptional verbal and written communication skills with strong phone and email etiquette.
• Sharp attention to detail, accuracy, and efficient time-management skills.
• Demonstrated ability to manage multiple tasks simultaneously.
• Collaborative mindset with an eagerness to share creative ideas and participate in team brainstorming.
• Demonstrated interest in event planning and management.
• Strict commitment to discretion and maintaining confidential information

Responsibilities

• Administrative Support & Data Management: Handle daily office tasks including email and phone correspondence, internet research, document copying, proofreading, and event collateral creation. Maintain accurate event registration data and track event logistics using tools such as Raiser's Edge, NXT , and Google Workspace.
• On-Site Event Operations: Staff major campus traditions and ceremonies including Commencement, Reunion, Homecoming, Family Weekend, Arts, Creativity, and Innovation Weekend, dedication ceremonies, and receptions.
• Event Logistics & Guest Services: Assist with event setup and staging, greet guests, distribute nametags, operate golf carts for guest shuttles, and liaise with vendors on event days.

Tools

Raiser's Edge

NXT

Google Workspace

Job description

The University Events Assistant provides administrative and operational support for the registration management, and execution of more than 45 special events annually. Available for both the Fall and Spring semesters, this role involves regular on-site work in the University Events Office to assist with routine communications, document preparation, and event logistics. Schedule details include up to 25 hours per week during standard business hours (8:30 a.m. - 5:00 p.m.), arranged in consultation with the University Events Director, with mandatory evening and weekend hours required to support live event coverage.

Key responsibilities include:

• Administrative Support & Data Management: Handle daily office tasks including email and phone correspondence, internet research, document copying, proofreading, and event collateral creation. Maintain accurate event registration data and track event logistics using tools such as Raiser's Edge, NXT , and Google Workspace.
• On-Site Event Operations: Staff major campus traditions and ceremonies including Commencement, Reunion, Homecoming, Family Weekend, Arts, Creativity, and Innovation Weekend, dedication ceremonies, and receptions.
• Event Logistics & Guest Services: Assist with event setup and staging, greet guests, distribute nametags, operate golf carts for guest shuttles, and liaise with vendors on event days.

Requirements

Professional Experience/ Qualifications

The ideal candidate possesses strong interpersonal skills and a genuine interest in event planning. They must be comfortable interfacing with a wide range of campus stakeholders including alumni, parents, and community members while balancing multiple daily priorities with accuracy and confidentiality.

Qualifications:

• Exceptional verbal and written communication skills with strong phone and email etiquette.
• Sharp attention to detail, accuracy, and efficient time-management skills.
• Demonstrated ability to manage multiple tasks simultaneously.
• Collaborative mindset with an eagerness to share creative ideas and participate in team brainstorming.
• Demonstrated interest in event planning and management.
• Strict commitment to discretion and maintaining confidential information

Physical Requirements

Must be able to lift 50 lbs with or without assistance.

Requisition Number

Requisition Number 2026CW039Posting

Temporary

Temporary Yes

Work Schedule

Up to 25 hours per week from January, 2027 through June, 2027.

Job Open Date

10/13/2026

Job Close Date

Open Until Filled Yes

Clery Act

CAMPUS CRIME REPORTING AND STATISTICS The Department of Campus Safety will provide upon request a copy of Colgate's Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. You may access the report from the Clery Compliance web page at: https://www.colgate.edu/about/offices-centers-institutes/dean-college/campus-safety-staff/clery-compliance . Printed copies of this report may be obtained upon request from the Department of Campus Safety via e-mail at [e-mail] .

Supplemental Questions

Required fields are indicated with an asterisk (*).

• * Are you currently a Colgate employee?
  • Yes
  • No
• * Have you ever been a Colgate employee?
  • Yes
  • No
• Do you have a spouse/domestic partner who currently is, or will be, employed at Colgate University?
  • Yes
  • No
• * Are you at least 18 years of age?
  • Yes
  • No
• * Please let us know how you heard about this position.
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  • Chronicle of Higher Education
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  • Other
• If you selected "Colgate Employee" or "Other" for how you heard about this position, please provide the employee's name or where you heard about/saw the position.

  (Open Ended Question)