Position: University Assistant
Department: Conferencing, Events & Student Affairs Auxiliaries (CESAA)
Category: Part-time, up to 19 hours per week
Compensation: $25.00 per hour
Work Location: In-person
Application Deadline: Until filled
Department Description
Conferencing, Events & Student Affairs Auxiliaries (CESAA) supports the planning, coordination, and execution of conferences, meetings, special events, and other programs at Southern Connecticut State University. The department works with University departments, student organizations, external organizations, and campus partners to coordinate event spaces, logistical requirements, operational services, and other resources necessary for successful events. The CESAA Operations Team works in a fast paced, customer focused environment and provides event and logistical support within the Student Center and for major events and programs throughout campus.
Position Summary
The University Assistant will support the CESAA Operations Team with the planning, coordination, and execution of University and external events. The position will assist with event logistics from the initial planning stages through event execution and follow-up. Working closely with CESAA staff, University departments, and event clients, the University Assistant will help coordinate event requirements, communicate operational needs, prepare event spaces, maintain event information, and provide on-site support. This position is well suited for a dependable, organized, and professional individual interested in gaining hands-on experience in event planning, conference services, hospitality, customer service, and university operations.
Position Description
The University Assistant will:
- Assist with the planning and coordination of meetings, conferences, special events, and other University and external programs.
- Communicate with clients to gather event information, clarify logistical needs, and assist with event planning.
- Assist in preparing event spaces according to approved event requirements, including the coordination of tables, chairs, equipment, staging, signage, and other event resources.
- Provide on-site operational support during events, including assisting with setup, monitoring event needs, troubleshooting issues, and supporting event breakdown.
- Review upcoming events and assist with identifying outstanding logistical or operational needs prior to event execution.
- Communicate event requirements and changes to appropriate University departments and service providers.
- Assist with coordinating event needs with University Police, Facilities Operations, the President’s Office, and other University departments as appropriate.
- Help ensure that campus partners receive timely and accurate information necessary to support events.
- Provide professional and responsive customer service to students, faculty, staff, University guests, and external clients.
- Respond to event-related questions and requests and assist in identifying reasonable solutions when unexpected issues arise.
- Draft and respond to professional correspondence related to event planning and operations.
- Schedule meetings, document event information, and communicate changes and follow-up items to the CESAA Operations Team.
- Assist with maintaining organized and accurate event records, schedules, and operational information.
- Perform other event-related administrative and operational duties as assigned.
Qualifications
- Strong written and verbal communication skills.
- Strong organizational skills and attention to detail.
- Dependable, punctual, professional, and able to follow through on assigned responsibilities.
- Ability to manage multiple assignments and priorities in a fast-paced environment.
- Strong interpersonal and customer service skills.• Ability to communicate professionally with students, faculty, staff, administrators, external clients, and guests.
- Ability to work independently while also working effectively as part of a team.
- Ability to exercise sound judgment and problem-solving skills when responding to changing event needs.
- Comfort working in an active event environment where priorities and operational needs may change quickly.
- Ability and willingness to work in person and provide hands-on support for events.
Previous experience in customer service, hospitality, event planning, conference services, communications, student affairs, campus activities, or a related area is preferred but not required.
Application Instructions
Interested applicants should submit a cover letter, resume names and three professional references to Lisa Horelick at horelickl1@southernct.edu.
Applications will be reviewed until the position is filled.