President's Office and Events Coordinator

About the role

The Office of the President seeks a detail-oriented professional to provide comprehensive administrative support and event coordination services. This position requires exceptional discretion in handling confidential information and the ability to work effectively with individuals from diverse backgrounds. The successful candidate will foster collegial working relationships and promote a professional office environment.

Responsibilities

• Welcome visitors as the first point of contact for the President’s Office.
• Coordinate and triage inquiries in-person or via phone or email concerning how to access various university services or resolve concerns.
• Proactively support administrative operations, including independently auditing inventory and placing supply orders, updating databases, and optimizing archiving and filing systems.
• Carry out additional duties as assigned, including providing occasional support to other university leaders under the umbrella of the President’s Office.
• Provide support to the Director of Events in planning and executing an annual event portfolio including Commencement, Fall Convocation, annual holiday celebration, length of service or retirement celebrations, monthly town halls, and ad hoc events.
• Manage event communications including commencement inquiries, create event postings and fliers.
• Request venue spaces, AV services, and catering orders following university hosting guidelines and internal procedures.
• Research and call vendors as requested.
• Aid in hotel reservations and travel reimbursements for guest speakers and other high-profile visitors.
• Track and submit vendor invoices and pcard receipts against event budgets, and provide on-site support with occasional evening and weekend availability.

Requirements

• Bachelor’s Degree and 2-4 years of experience; or equivalent combination of education and experience.
• Demonstrated ability to interact with all levels of customers and constituents using excellent written and oral communication skills.
• Proven experience with event coordination and/or support. This may include vendor management, invoice reconciliation, advertising or marketing, coordination of set up and take down, catering ordering, etc.
• Ability to maintain confidentiality and discretion in a sensitive work environment.
• Knowledge of office procedures and equipment.

Qualifications

• Project management experience.
• Working knowledge of CRM systems.
• PSU experience.

Cultural Competencies

Create an environment that acknowledges, encourages, and celebrates differences. Function and communicate effectively and respectfully within the context of varying beliefs, behaviors, orientations, identities, and cultural backgrounds. Seek opportunities to gain experience working and collaborating in diverse, multicultural, and inclusive settings with a willingness to change for continual improvement. Adhere to all of PSU’s policies including the policies on Prohibited Discrimination & Harassment and the Professional Standards of Conduct.

Environmental Stewardship

Contributes to a culture of environmental stewardship, practices resource conservation, and actively works toward achieving long-term sustainability goals.

Work Days/Hours

40 per week, Monday through Friday, 8 am-5 pm with occasional evenings and weekends as needed for event support. This position will be required to work onsite five days per week.

Total Compensation Range & Benefits Statement

Salary is dependent on several factors, and new employees will typically start around the Q1 level to allow for later growth within the salary band. PSU has a structured process for determining starting compensation, taking into account years of related experience, applicable skills, knowledge and abilities, market parity, and internal equity. The starting annual salary for this position will be $51,672 but may be negotiated above this rate dependent upon the factors above, the budget of the hiring department, and approval from HR. An excellent benefits package includes 95% premium paid healthcare; a generous retirement and vacation package; and reduced tuition rates for employee, spouse or dependent at any of the Oregon University System schools : https://www.pdx.edu/human-resources/benefits-overview. Please visit our total compensation calculator to see the full value of our benefits package : https://www.pdx.edu/human-resources/psu-total-compensation-calculator.

Application Instructions

Additional Information Additional Application Instructions (deadlines, etc.) Does this position require the employee to drive a motor vehicle? No Background Check Required Yes Position End Date (if applicable)