University Program Associate

Inside Higher Ed; Greensboro (NC); On-site; USD 51,874 - 54,129; Full time

Job summary

A leading educational organization is seeking a University Program Associate to coordinate events at the Elliott University Center. The role includes managing reservations, supervising student employees, and providing exceptional customer service. Candidates should hold a Bachelor's degree and have experience in event management. This position offers competitive compensation and a supportive work environment.

Qualifications

• Bachelor’s degree; or equivalent combination of training and experience.
• Experience in event management and coordinating meetings.
• Strong customer service and communication skills.

Responsibilities

• Coordinate space usage for events in the Elliott University Center.
• Schedule and manage approximately 15,000 reservations annually.
• Supervise the Reservations Assistant and student employees.

Skills

Event management

Customer service

Communication

Problem-solving

Supervisory skills

Education

Bachelor’s degree

Tools

Events Management Software (EMS)

Job description

University Program Associate – Inside Higher Ed

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University Information

Requisition Number: S3045
Position Number: 006407
Position Classification Title: University Program Associate
Functional Title: University Program Associate
Position Type: Staff

Located in North Carolina’s third largest city, UNC Greensboro is among the most diverse, learner-centered public research universities in the state, with 18,000 students in eight colleges and schools pursuing more than 150 areas of undergraduate and over 200 areas of graduate study. UNCG continues to be recognized nationally for academic excellence, access, and affordability. UNCG is ranked No. 1 most affordable institution in North Carolina for net cost by the N.Y. Times and No. 1 in North Carolina for social mobility by The Wall Street Journal — helping first-generation and lower-income students find paths to prosperity. Designated an Innovation and Economic Prosperity University by the Association of Public and Land-grant Universities, UNCG is a community-engaged research institution with a portfolio of more than $67M in research and creative activity. The University’s 2,600 staff help create an annual economic impact for the Piedmont Triad region in excess of $1B.

Organizational Unit Purpose

Elliott University Center (EUC) is a department within the Division of Student Affairs. The mission of the department is to maintain facilities, provide services and promote programs that are responsive to student developmental needs and to the physical, social, recreational and continuing education needs of the campus community. The department strives to provide a welcoming and supportive environment that contributes to the educational process and enhances the campus experience by building campus community, through its involvement with student organizations, campus departments and external constituents.

Position Summary

This position reports to the Director of the Office of Elliott University Center. The primary purpose of this position is to serve as coordinator of space usage in Elliott University Center, select outdoor spaces and any other space that the Office of Elliott University Center has or will have responsibility for in the future. Specific duties associated with this position include the scheduling of events on the reservation system, determining the needs of clients and the best use of spaces, coordinating the physical arrangements, equipment needs for events and set‑up.

Minimum Qualifications

• Bachelor’s degree; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

Alternate Option

If no applicants apply who meet the required competency level, and training and experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

Recruitment Range

$51,874 - $54,129

Work Hours

8am - 5pm, Monday - Friday

Key Responsibilities & Essential Tasks

Scheduling or Coordinating Meetings or Events

• Managing and supervising the processing of approximately 15,000 reservations annually for use of meeting spaces in the Elliott University Center and select outdoor and classroom spaces. Currently there are 27 meeting spaces and 7 outdoor spaces that are available for reserving.
• Daily arranging of the set‑up and A/V needs of meeting rooms in the EUC and selected outdoor spaces.
• Conducting informational meetings each semester with Student Organization leaders to inform them of the reservation process.
• Meeting weekly with the Reservations Assistant, Set‑Up Team Manager and Manager of Technical Services, and a separate meeting with the Dining Services Catering Director to discuss upcoming events and meetings.
• Meeting monthly with EUC Programming Staff and with departments who have upcoming events to coordinate every aspect of the event that we are responsible for.
• Scheduling meetings with external clients on an as needed basis to discuss their event needs.

Supervising and Training Staff and Students

• Supervising the Reservations Assistant position.
• Coordinating student work tasks for a staff of 12 student employees. The number of staff is subject to change.
• Tracking student and full-time employee work hours for 12 student employees and one full-time assistant.
• Reviewing and processing student and full-time staff time sheets.
• Training staff on the various room configurations we currently use.
• Conducting a weekly meeting with the student staff, Reservations Assistant and the Manager of Technical Services to plan for upcoming events and discuss issues of concern.
• Working closely with the Student Managers to determine the proper work schedule for staff to set up tables, chairs, Audio Visual equipment and any other equipment needed for scheduled meetings and events.

Preparing, Reviewing, or Processing Forms, Reports, Documents

• Maintenance and filing of reports and forms, currently Room Reservation, Virtual EMS Reservation, EUC Indoor Banner, EUC Display Cases Request Forms.
• Developing, managing and assisting with completion of the following forms: Reservation Forms (Room, Inside Banner, EUC and Atrium Display Cases), Event Contract Form and Virtual EMS Account Form (Student Organizations and Departments).
• Preparing the Annual Report for the Reservation University Office which is included in the Office of Elliott University Center Annual Report.
• Emailing invoices to customers who return the invoice with proper Fund code and signature at which point, a FUPLOAD is prepared for submission to Accounts Payable.
• Maintaining employment records for students and full-time staff.
• Matching invoices or payments to system, approximately 10,000 annually.
• Checking the Reservation forms and data input in the EMS system for accuracy.
• Entering data from Reservation Requests Forms to EMS database.
• Retrieving filed documents on request.

Providing Customer Service

• Providing factual or procedural information about reserving meeting spaces and the reservations process.
• Explaining and discussing the following areas with patrons: room configurations, A/V equipment in inventory.
• Referring questions and concerns to appropriate resource as needed.
• Developing, conducting and summarizing a customer service survey instrument to measure service effectiveness.
• Explaining policy and procedures relating to the University Reservations Office, the Office of Elliott University Center, and the University Facility Use Policy.
• Establishing a model for professional, positive interactions with customers.
• Developing, revising and implementing procedural changes to improve quality of service.
• Independently resolving customer problems by reliance on extensive program knowledge, analytical skill, and research of past actions.
• Exercising authority and judgment to make appropriate exceptions to guidelines or policies as needed.
• Responding calmly to people under stress or expressing displeasure.
• Using strong interpersonal skills to clearly communicate with and understand the needs of all individuals served by the University Reservations Office.

Using Technology, Software, and Equipment

• Developing expertise in Events Management Software (EMS) for managing and reserving non-academic events and activities.
• Entering information into the Events Management Software (EMS) database.
• Working with Division IT personnel to maintain applicable web pages.
• Running and distributing set‑up notes, room cards and activity schedules to various areas daily.
• Producing a weekly activity schedule distributed to University departments campus-wide.
• Tracking revenue.

Maintaining, Reconciling, and Analyzing Financial Information

• Maintaining budget records.
• Correcting and forwarding recommended adjustments for the Elliott University Center rental fee account.
• Producing budget reports on demand.
• Summarizing Billing Invoices over a period of time for management review.

Modifying Procedures and/or Policies for Compliance or Efficiency

• Creating, distributing and analyzing a survey to gain information on effectiveness of procedures.
• Alerting campus and external customers of changes made to the EUC reservations process.
• Working with Division IT personnel to update Reservations website, submit information to Campus Weekly, and any additional outlets concerning policy changes.
• Communicating with colleagues from other universities via email, telephone, conferences, websites and/or virtually for possible relative policy and procedure changes.

Serving as Primary Program Resource

• Assisting program participants in understanding services provided by the University Reservations and the Elliott University Center.
• Giving presentations on program services and procedures as needed.
• Creating and maintaining reports on program participants, budgets, statistics, and/or effectiveness.
• Using in-depth program knowledge to advise others on best options and considerations for their event.

Competencies

Work Coordination – Advanced

• Facilitates flow of work throughout a dynamic work unit.
• Coordinates and directs the office support activities and manages a wide variety of records, reports, and files.
• May develop new processes or procedures relevant to supporting the needs of the office.

Communication – Verbal

• Applies knowledge of programs, policies and procedures to interpret and communicate information to meet specific needs of staff and clients.
• Demonstrates the ability to work with confidential and sensitive information.

Knowledge Program

• Applies substantive knowledge of program policies and procedures that effect operations.
• Applies program knowledge to client situations.
• Applies knowledge of program content and services in the analysis of information and decision-making.

Office Technology

• Selects, understands and fully applies features of a variety of software programs, machines or office equipment that will produce the desired results.

Information/Records Administration

• Records, compiles and summarizes data using established format.
• Compiles and organizes information from different sources to develop reports and data.

Problem Solving

• Independently resolves and/or develops recommendations for unprecedented issues and problems.
• Problem resolution requires some interpretation of policy and procedures.
• Serves as a resource for others in resolving unprecedented, non-standard issues and problems.

Budgeting

• Exercises responsibility for administering the budget, which includes making recommendations regarding the use and distribution of funds within the department.

Physical Effort

Reading – F, Writing – F, Hearing – F, Talking – F, Hand Movement – Repetitive Motions – O, Hand Movement – Grasping – O, Holding – O, Finger Dexterity – O

Work Environment

Inside – F, Outside – R