Department: SSEM Continuing and Professional Education
Classification: Office Specialist 2
Appointment Type and Duration: Regular, Ongoing
Salary: $16.19 – $23.69 per hour
FTE: 1.0

Review of Applications Begins

September 26, 2022; position open until filled (Updated)

Special Instructions to Applicants

Please complete an online application. Please be sure to provide a complete work history that demonstrates how you meet the minimum qualifications for this position.

Department Summary

University of Oregon Continuing and Professional Education (CPE) connects UO with regional communities. Working in partnership with UO schools and colleges, selected vendors, and national credentialing associations, CPE serves the public by enabling learning outside of the traditional university setting. Participants do not have to be an admitted student at the University of Oregon to participate in CPE programs. Individuals can access vibrant professional development opportunities, lifelong learning enrichment courses, and community engagement activities that serve nearly 5,000 participants annually at local continuing ed programs.

Through CPE’s mission to produce or aid in the delivery of educational programs for purposes of lifelong learning and professional development, the Conference Services sub-unit provides an important resource to this mission in two ways: first, by providing specialized operational support to academic departments, individual faculty members in their hosting of on-campus events and noncredit workshops, or other auxiliary units (e.g. UO Housing); second, by providing technically-sophisticated and integrated conference management and customer service solutions to externally-facing professional associations for the administration and production of educational conferences and tradeshows (both small and large-scale: 10,000+ attendees).

Position Summary

The purpose of this position is to assist the Assistant Director of Conference Services and Managers across the Registration, Exhibits and IT team(s) in providing multiple event project leadership for external events in the areas of information management, planning and coordination, record and database management.

The Event Assistant manages the dissemination of information regarding multiple external events. This position is responsible for responding to customer service inquiries, organizing and training the student and classified temporary administrative team for the fulfillment of customer service, handling customer service escalations and establishing escalation protocols in collaboration with Registration and Exhibits Managers and external partners.

The Event Assistant provides conference planning and coordination for external events in collaboration with Managers and external partners from event inception to implementation. The Event Assistant independently manages the building and modification of web-based registration forms and event websites with the Conference Services IT team, including the creation of page specifications (as outlined by external partners), testing and routing management.

The Event Assistant ensures event data quality by establishing data entry protocols, training the administrative team on data entry, monitoring data accuracy and researching transaction discrepancies. The Event Assistant also collaborates with external partners to integrate attendee records with membership databases such as Aptify and Salesforce and creates reports for internal and external stakeholders.

The Event Assistant will be expected to work alongside a variety of external clients nationally to support the portfolio of events and oversees students and staff as pertains to the fulfillment of registration for these events. The Event Assistant maintains an 8am-5pm work schedule but will be expected to travel 15-30 nights per year to event locations, and will work extended hours during events.

This position reports to the Associate Director of Conference Services.

Minimum Requirements

• Two years of general clerical experience. One year of which included typing, word processing, or other experience generating documents; OR
• An Associate's degree in Office Occupations or Office Technology; OR
• Graduation from a private school of business with a Certificate in Office Occupations or Office Technology and one year of general clerical experience.

Professional Competencies

• Excellent customer service skills.
• Ability to communicate effectively with individuals from diverse backgrounds and cultures.
• Experience training and organizing the work of others.
• Strong organizational skills and detail orientation.

Preferred Qualifications

• Bachelor’s Degree.
• Two years of experience in events and meetings.
• Experience in fulfilling event registration from project inception through onsite deployment.
• Fluency in using web-driven database systems and managing records.
• Experience with Aptify, SalesForce or other membership platforms.
• Experience in training customer service representatives and handling customer service escalations.

FLSA Exempt: No

All offers of employment are contingent upon successful completion of a background inquiry.

This is a classified position represented by the SEIU Local 503, Oregon Public Employees Union.

University of Oregon students and employees are required to be fully vaccinated against COVID-19. For additional information see: https://coronavirus.uoregon.edu/vaccine.

The University of Oregon is proud to offer a robust benefits package to eligible employees, including health insurance, retirement plans, and paid time off. For more information about benefits, visit http://hr.uoregon.edu/careers/about-benefits.

The University of Oregon is an equal opportunity, affirmative action institution committed to cultural diversity and compliance with the ADA. The University encourages all qualified individuals to apply, and does not discriminate on the basis of any protected status, including veteran and disability status. The University is committed to providing reasonable accommodations to applicants and employees with disabilities. To request an accommodation in connection with the application process, please contact us at uocareers@uoregon.edu or 541-346-5112.

UO prohibits discrimination on the basis of race, color, sex, national or ethnic origin, age, religion, marital status, disability, veteran status, sexual orientation, gender identity, and gender expression in all programs, activities and employment practices as required by Title IX, other applicable laws, and policies. Retaliation is prohibited by UO policy. Questions may be referred to the Title IX Coordinator, Office of Civil Rights Compliance, or to the Office for Civil Rights. Contact information, related policies, and complaint procedures are listed on the statement of non-discrimination.

In compliance with federal law, the University of Oregon prepares an annual report on campus security and fire safety programs and services. The Annual Campus Security and Fire Safety Report is available online at https://clery.uoregon.edu/annual-campus-security-and-fire-safety-report.