Program and Event Assistant

Program And Event Assistant

Job Summary: Develops and improves the processes related to the events, programs, and entrepreneurial initiatives of the Programs and Services Division, continuously analyzing the processes and recommending improvements that will lead to efficiencies in operations. Performs the following duties to coordinate Programs and Services Division's events and programs: room reservations and set-up, presenter assistance, development of contracts, budgeting, invoicing, catering arrangements, customer service, managing registration and attendance, and preparing and/or supporting social media in relation to these events and programs. Performs the following duties to support the Programs and Services Division's entrepreneurial initiatives: development of contracts, budgeting, invoicing, and tracking of consortium partnerships. Supports the Director of Teaching and Learning in the preparation of activities and events related to the arts, including the Rotating Art Gallery, Art on the Move, the Student Art Gallery, and the Arts Education Trust Board. Serves as the internal Programs and Services Division expert with digital accessibility compliance, ensuring public-facing content and digital assets are accessible according to required standards.

Essential Functions: Develops and improves the processes related to the events and programs of the Programs and Services Division, continuously analyzing the processes and recommending improvements that will lead to efficiencies in operations. Able to articulately propose ideas to improve services and event quality. Maintain and monitor a master calendar of all Programs and Services Division events and programs. Management of all project elements within time limits and on budget. Develop and communicate flyers and marketing emails to promote Programs and Services Division events and programs. Prepare and support social media posts to promote future events and programs and to highlight successful past events and programs. Create and maintain key listservs for the purpose of marketing professional learning opportunities. Assist in designing, preparing, coordinating and distributing staff development programs and training workshops, various meetings, special events, and student events. Performs the following duties to coordinate staff development/training activities: room reservation and set-up, presenter assistance, booking accommodations, developing contracts, budgeting, invoicing, catering arrangements, customer service, and managing registration and attendance. Maintains files and records pertinent to programs and events offered by the Programs and Services Division. Develop, negotiate, and monitor contracts and agreements for various Programs and Services events and programs. Manage special budgets, procedures, communications, and materials for special programs, grants, consortia, and in-service programs. Supports the Arts Education Trust Board with board meetings and with initiatives including the Rotating Art Gallery and Art on the Move. Supports the Visual Arts Advisory Council in facilitating the Student Art Gallery and the spring reception. Provides administrative support to the Director of Teaching and Learning and to all other Programs and Services Division members who are scheduling programs and events. Supports entrepreneurial initiatives of the Programs and Services Division through the development of contracts, budgeting, invoicing, and tracking of consortium partnerships. Ensures all Programs and Services public-facing content and digital assets are accessible according to required standards. Fluency with Microsoft Word, Excel, and additional software platforms related to job description. Exceptional communication skills to liaise with clients, identify their needs, and ensure customer satisfaction. Commitment to compliance with all insurance, legal, health, and safety obligations.

Other Duties: This position description does not express nor does it imply that the above duties are the only duties to be performed by the incumbent(s) in this position. Additional duties may be assigned by the Administrator of the department, as needed, to adapt to the changing needs of the organization. Supervisory Responsibility: None. Work Environment: This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this Job, the employee is regularly required to sit and use hands. The employee is frequently required to walk; reach with hands and arms and talk or hear. The employee may be required to stand for long periods, and to climb or balance and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus. Position Type/Expected Hours of Work: This is a full-time, 260-day calendar position. Days and hours of work are Monday through Friday. Hours of work may vary based on position and division but generally are from 8:30 a.m. to 4:30 p.m. Occasional evening and/or weekend work may be required as job duties demand. Travel: Occasional travel to client locations, primarily within school districts located in Bucks County, is expected for this position.

QualificationsEducation and Experience: High school diploma required. Associate's degree beneficial. Knowledge, Skills, and Abilities: Three to five years' work experience as an events planner or organizer preferred. Experience in the creation and design of marketing material for events preferred. Superb time management and communication skills, both verbal and written. Management and organizational skills needed to oversee facilities and manage all event details such as decor, catering, entertainment, transportation, location, invitee list, special guests, equipment, promotional material, etc. Ability to oversee multiple projects independently. Ability to see the "big picture" and meet objectives in all stages of event planning, design, and production Advanced computer competency in the areas of: Word processing, maintaining integrated databases, presentation software, spreadsheets, and email. Interpersonal, oral and written communication, grammar, punctuation, spelling, letter writing, and organizational skills. Proficiency in accounting principles: Ability to maintain financial and budgetary records for multiple accounts. Ability to work independently and make problem-solving decisions. Work Authorization/Security Clearance (if applicable): Citizenship or work authorization to work in the United States required. EEO/AA/VEVRAA Employer: The Bucks IU is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture. Bucks IU does not discriminate on the basis of disability, veteran status or any other basis protected under federal, state or local laws.