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
October 25, 2023; position open until filled.
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 education 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 the Event Assistant: Exhibits Team position is to assist the Assistant Director of Conference Services and the Managers across the Exhibits team in providing multiple event project leadership in the areas of planning and coordination, information and sales management, and record and database management.
The Exhibits Event Assistant provides conference planning in collaboration with Managers and external partners from event inception to implementation. This position assists Exhibit Managers in the creation of timelines for exhibit logistics communications and 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 (on behalf of external partners), testing, and routing management.
The Event Assistant manages the dissemination of information regarding multiple external events. The Event Assistant is responsible for responding to customer service inquiries, organizing and training the students and temporary staff 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 Exhibits Event Assistant also collaborates with Exhibits Managers to develop outreach campaigns for external events and leads student teams in the delivery of outreach campaigns.
The Event Assistant facilitates exhibitor applications and booth placements for external events in collaboration with Exhibits Managers and trains temporary staff and students on applications, placements, and payments, monitoring data accuracy and researching transaction discrepancies. The Event Assistant additionally monitors exhibitor collection cycles and facilitates payment follow-up.
The Event Assistant will be expected to work alongside a variety of external clients nationally to support the portfolio of events and oversee students and staff as pertains to the fulfillment of exhibits for these events. The Event Assistant maintains an 8 a.m.-5 p.m. 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.
College courses in Office Occupations or Office Technology will substitute for the required experience on a year-for-year basis.
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 coordination from project inception through onsite deployment.
• Fluency in using web-driven database systems and managing records.
• Experience in supervision.
• Experience in sales and outreach.
• 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.
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 .
Advertised: October 4, 2023 Pacific Daylight Time
Applications close: