Details **Open Date** 01/10/2025 **Requisition Number** PRN40961B **Job Title** Program Assistant **Working Title** Events Specialist **Job Grade** C **FLSA Code** Nonexempt **Patient Sensitive Job Code?** No **Standard Hours per Week** 20 **Full Time or Part Time?** Part Time **Shift** Day **Work Schedule Summary** M – F; variable hours. Occasional evening and weekend work may be required. **VP Area** Academic Affairs **Department** 00172 - College of Social Work-Dean **Location** Campus **City** Salt Lake City, UT **Type of Recruitment** External Posting **Pay Rate Range** 20.00 to 21.63 **Close Date** 04/03/2025 **Priority Review Date (Note - Posting may close at any time)** 01/27/2025 **Job Summary** The College of Social Work is seeking an organized, details-oriented optimist with a can-do attitude to plan, coordinate, and implement various elements associated with events. This position will manage onsite, offsite, and virtual, and hybrid events—including evening and occasional weekend events—so flexible hours and some driving will be required. This position will work closely with various faculty, staff, and students, as well as external organizations renting College of Social Work space. The person in this position will be expected to consistently represent the College in a professional manner, always striving to provide an excellent guest experience. After successful completion of the onboarding period, a hybrid work opportunity may be available. However, applicants must reside near the University of Utah located in Salt Lake City to commute to campus as needed. **Responsibilities** 1. Plans, coordinates, and follows-through with details for special events including educational seminars and trainings, conferences, meetings, social events, alumni and donor stewardship events, the College of Social Work convocation ceremony, and other related activities. 2. Manages event registration/RSVPs and responds to inquiries from event participants. Maintains electronic records on event details and participants. May assist in coordinating travel arrangements for visitors. 3. Makes physical arrangements such as scheduling spaces, coordinating catering, making parking or transportation arrangements, and facilitating AV equipment rental/usage. Manages event-related supplies and equipment and acts as a liaison with vendors. Transports event-related materials to and from vendors and event sites, both on- and off-campus. 4. Responsible for coordinating professional continuing education certification, including application submission, records maintenance, and documentation distribution. 5. Assists in the coordination of event invitations, marketing, live communications, and follow-up. 6. Executes and staffs events both onsite and offsite, providing assistance to attendees and sponsors/organizers. 7. Monitors event expenditures and may make recommendations to help ensure events stay within budget. May maintain a financial accounting and cost analysis report for individual events, and assist event organizers in evaluating costs and making adjustments for future events. 8. May oversee the activities of support staff as they relate to specific events. 9. Other duties as assigned. Problem Solving Incumbents in this position are expected to be familiar with the department’s policies and procedures and have working knowledge of University and department organizations and procedures in order to answer and assist staff and visitors. Incumbents are also expected to demonstrate sensitivity to others’ needs while being understanding and helpful on the job. * This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job. **Work Environment and Level of Frequency typically required** Nearly Continuously: Office environment. **Physical Requirements and Level of Frequency that may be required** Nearly Continuously: Sitting, hearing, listening, talking. Often: Repetitive hand motion (such as typing), walking. Seldom: Bending, reaching overhead. **Minimum Qualifications** Associate’s degree in a related field, or equivalency (one year of education can be substituted for two years of related work experience), plus two years of related experience required; ability to use logic and reasoning to prioritize tasks; computer skills including word processing, spreadsheet software, and/or database software preferred; demonstrated human relation and effective communication skills also required. Bachelor’s degree in a related field may be preferred. Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description. **Preferences** **Type** Benefited Staff **Special Instructions Summary** **Additional Information** The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules. This position may require the successful completion of a criminal background check and/or drug screen. The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients. All qualified individuals are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities. The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both. To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action ( OEO /AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/ Online reports may be submitted at oeo.utah.edu https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.