Senior Program Support Assistant (Cohen Institute for Holocaust and Genocide Studies)

About the role

The Senior Program Support Assistant provides programmatic, business, and office support to the Cohen Institute for Holocaust and Genocide Studies. This position serves as the first point of contact in the Institute’s office by greeting visitors, responding to inquiries, and more. This staff member reports to the Institute’s Director and regularly interfaces with and supports students, faculty, members of the local community, and donors.

Responsibilities

• Plan and execute logistics for the Cohen Institute’s events/offerings, including booking rooms, arranging catering, setting up events (check‑in table with registration lists, etc.), printing materials, coordinating event volunteers as needed, collaborating with Campus Safety to arrange security.
• Include offerings such as summer institutes, invited lectures, workshops, and more.
• Maintain attendance rosters for events, adding details to the shared team spreadsheet in a timely fashion.
• Create schedules and/or itineraries for guest speakers, workshop attendees, and others.
• Serve as campus contact for visiting Scholars and other Institute guests during their time on campus.
• Coordinate travel arrangements such as airfare, ground transportation, and accommodations for guest speakers and other affiliates as needed.
• Coordinate creation of advertising materials for events with Marketing, local newspapers, and other partners.
• Distribute printed materials across campus and via email to campus and the local community.
• Collaborate and plan additional aspects of events and programs with campus and system‑wide partners.
• Manage use of Cohen Institute classrooms and spaces, including event/meeting scheduling and set up as well as class scheduling (in collaboration with Academic Affairs); work with Academic Affairs and/or other partners to resolve schedule changes or conflicts.
• Create and send letters of agreement and media release forms for guest speakers, research affiliates, and other paid associates.
• Set up external speakers and payees in the USNH system as vendors so they can be compensated; follow up with individuals who have completed forms incorrectly or are missing forms.
• Process paperwork for honoraria, reimbursements, and other payments within a timely fashion after a commitment has concluded; send timely written updates to payees and the Institute Director regarding payment status.
• Work with Human Resources and other USNH and campus partners to create and deploy job postings for positions such as internships, fellowships, student scholars, visiting Scholar, and more; direct applicants with questions to appropriate contacts or resources.
• Purchase supplies/equipment and process payments using a Purchasing Card and other College budgeting/payment systems (requires advance spending approval from Director).
• Maintain, manage, and plan multiple Cohen Institute budgets in consultation with the Director; audit budget reports monthly to ensure expenses are applied