Events Coordinator and President’s Office Admin. Assistant

Description

DEPARTMENT: 300 President / STATUS: Part-Time (up to 25hrs/wk) / CLASSIFICATION: Non-Exempt / DATE LAST UPDATED: February 2025

PURPOSE

The LPU Events Coordinator (EC) and President’s Office Admin. Assistant (POAA oversees both internal and external events, interfacing heavily with LPU departments and the broader community to facilitate planning details and communicate pertinent event information. In addition, the individual serves as the President’s Office Admin Assistant, working to support the general operations of the Office of the President and will provide assistance during the Board of Trustees meetings.

GENERAL DESCRIPTION

The Events Coordinator (EC) and President’s Office Admin Assistant (POAA) reports to the President and the Executive Assistant to the President (EAP). Key responsibilities include scheduling and coordinating campus and public events, special meetings, luncheons, seminars, conferences, and services for the university and/or outside organizations. The EC facilitates clear communication between departments in regards to event scheduling, facility and staffing needs, policies and procedures, etc. In some cases, event execution will require the EC to be on hand for the duration of the event.

As the President’s Office Admin. Assistant (POAA), the individual provides clerical and administrative support as assigned by the President, and the Executive Assistant to the President.

ESSENTIAL DUTIES

The Events Coordinator’s responsibilities include, but are not limited to the following:

• Schedules, coordinates and facilities services for both internal (university) and external (outside organizations) events.
• Maintains and updates weekly, monthly, and annual campus master calendar.
• Meets with President, COO, and EA to create/facilitate special meetings and leadership retreats and assists the COO and EAP in executing vision.
• Supports Faculty & Staff Day Away, Kick off and Staff Meeting logistics
• Ensures event marketing materials (i.e. posters, etc.) are within marketing guidelines and portrays accurate information as scheduled on the master calendar.
• Proactively works to avoid calendar and campus facility usage conflicts.
• Schedules and facilitates the Annual Calendar Review meeting to integrate departmental calendars.
• Chairs and schedules Events Committee meetings.
• Provides assistance and information in partnership with facilities department to internal and external constituents regarding facility use and capacities.
• Coordinates and maintains direct contact with personnel from the various outside organizations and university departments associated with scheduled events.
• Ensures Event Request Forms (ERF’s), Facility Use Agreements, and Insurance Certificates are properly completed for each event; submits copies of those forms to Facilities and other pertinent departments and maintains for records.
• Prepares contracts and facilitates billing for facility use by outside organizations in partnership with the Finance Office.
• Confirms all outside organizations and/or minors provide adequate insurance and liability coverage.
• Ensures adequate staffing for events by coordinating with Facilities and other appropriate departments.
• Attends external events, when needed, to facilitate operations and ensure all aspects of events are implemented and controlled according to plans.
• Trains new staff, faculty, and student leader teams on event policies and procedures as applicable.
• Updates event policies and procedures for Administrative Council approval.
• Monitors strategic relationships diplomatically, provides outstanding customer service to external constituents and university departments, and professionally represents the Office of the President in all business interactions.

The President’s Office Admin Support responsibilities include, but are not limited to the following:

• Provide daily office functions such as greeting visitors, routing incoming phone calls, sorting and distributing mail, maintaining electronic and hard copy files, photocopying, faxing, scanning, and mailings.
• Accomplishes tasks and special projects as assigned and provides support to the President and EA.
• Housekeeping and ordering supplies ensuring a professional, hospitable, and efficient office environment.
• Assists the EA with board meeting logistics.
• Runs errands as needed.

Requirements

MINIMUM REQUIREMENTS

• Must possess and/or demonstrate:
• A Bachelor’s degree or equivalent combination of education and experience.
• Minimum 1-2 years of administrative support and event experience required.
• Strong organizational, planning and project management skills with meticulous attention to detail.
• Strong judgment and integrity and the ability to maintain confidentiality.
• Excellent verbal, interpersonal and written communication skills.
• The ability to be flexible and maintain a professional demeanor in a dynamic, fast-paced environment.
• The initiative and skill to work independently and collaboratively.
• Proven knowledge and skill in the use of advanced features of Microsoft Word, Excel, and PowerPoint.
• Commitment to the mission of the university.
• Must sign the university’s Statement of Faith. Familiarity with The Foursquare Church is preferred.
• Must be willing to work evenings and weekends, as needed.

This job description does not contain a comprehensive listing of activities, duties or responsibilities required of the employee and is subject to revision when necessary.

Candidates must be Christian believers holding a Pentecostal/charismatic perspective and will be required to adhere to the University’s statement of faith and mission.

No person shall be denied employment at Life Pacific University on the basis of gender, race or ethnicity, national origin or ancestry, age, marital status, pregnancy, medical condition, disability, veteran status, or any other legally protected classification, except as may be permitted by law.