Job Description: : Responsible for multiple duties connected to programs of the Riley Institute's Center for Critical Issues. Working closely with the Center director, coordinates and manage logistics for all Riley Institute policy and other events, both on campus and across the state. Serves as assistant director for student engagement activities, including several Riley Institute student-centered camps and activities. Manages and coordinates policy event speakers travel, lodging and daily experiences. Provides administrative support for event-related and other functions.
Events planning and implementation
Works closely with the director of the Riley Institute's Center for Critical Issues to conceive, plan, and implement numerous policy and other events; assists in research and discovery process as concerns establishment of each event's policy architecture.
Manages data and information connected to events and continually improves on how it is organized, accessed, and archived.
Manages marketing of events to campus community.
Manages event logistics: reserves spaces on campus; oversees catering, room setup and complex registration/check-in/reserved seating processes; assists with set-up and break-down.
Attends and assists at numerous Riley Institute events, on and off campus.
Manages excel databases of invitees and RSVPs.
Works with Center director and Riley Institute marketing director to produce event materials that may include programs, comment cards, banners, easels, signs, etc.
Writes event marketing copy for Web and marketing collateral.
Prepares place cards, nametags, and PowerPoints slides.
Assists webmaster with enhancement of event photos.
Oversees Riley Institute banners: tracks banner checkouts and returns; maintain banners and works with vendor for necessary repairs; changes banners in the stands.
Becomes certified to drive van and transports students as necessary.
Manages visiting speakers
Working closely with Center director, researches small-group and classroom presentation opportunities for fellows-in-residence and other visiting speakers, including lunches/dinners/coffees, etc.
Manage small-group presentation venues, catering, logistics, etc.
Collects information for visiting speakers and creates their daily schedules.
Facilitates speakers' visits by assisting with packet preparation, room set up, and other details; purchases gifts, flowers, gift bags, food items, etc., for them; when necessary, do airport pickups and other driving and escort on campus.
Student engagement activity supports
Co-supervises the student leader for the Riley Institute Advance Team and the scholars intern.
Attends bi-weekly meetings of the Riley Institute Advance Team.
Coaches members of Advance Team on how to present themselves at events and coordinates with the team leader on duties and team management at events.
Works with Hollingsworth intern and Advance Team intern to help make logistical arrangements for meetings and events on campus.
Works with director of Center for Critical Issues on reviewing applications for the Advance Team and interviewing candidates.
Serves as assistant director to the annual Advantage Scholars summer residency program for incoming scholarship recipients, which includes helping plan the agenda, securing speakers, working with summer camps and conferences on logistics, creating materials as needed, and communicating with scholars and their parents.
Supports annual student APEC delegation; arrange meetings and assist with complex team and travel logistics.
Strategizes about ways to engage with Advance Team alumni to keep them connected.
Provides support to the Riley Institute through a variety of administrative functions, including:
Greets people and answers Institute telephone, voice mail and email; answers general questions; takes and refers messages.
Manages travel and other expenses for executive director, deputy director, and research director; keeps staff informed of changes in travel and expense policies.
Distributes mail, orders supplies and routine print products, maintains supply and conference rooms, creates correspondence.
Tracks receipts and verifies invoices.
Coordinates office maintenance with Furman facilities team.
Makes staff members' hotel reservations, dinner reservations, and vehicle rentals as needed.
Manages staff hardware and software purchases; manages maintenance of copier/printer systems.
Regularly submits new lists and updates contact information to development (i.e. DLI, TOG, additions to the Riley General list).
Assists with hiring and facilitating the work of Riley Institute interns, including:
Coordinates with Student Employment office to identify appropriate interns in accordance with Furman policy; completes all required paperwork; manages their set-up as Riley Institute employees.
Trains interns in administrative work, including formatting letters, place cards, name tags, etc.
Approves interns' time entry.
Completes performance review process with supervisor to understand job performance expectations and how they fit into the department and university goals.
Performs other duties as assigned.
Relationships: Riley Institute staff and constituents; department chairs and faculty; visiting dignitaries and speakers; department and administrative assistants and support personnel across campus; students, parents, alumni and the public.
Reports To: Director, Riley Institute Center for Critical Issues
Responsibility for final decisions: Responsible for complex tasks. May supervise, assist or instruct others doing similar work; including student workers. Tasks involve multiple procedures with interrelated processes or steps. Work involves devising solutions to complex logistical and organizational challenges, as well as choosing the appropriate option or procedure to follow and applying established rules and procedures. Errors may be detected within the department or section in which they occur, but may affect the work of others within the unit to trace errors and make corrections.
Bachelor's degree in a relevant field required plus three years professional experience in a relevant setting; Master's degree preferred
Word and Excel required; Photoshop and InDesign desirable
Experience with editing and copywriting preferred
Excellent organizational skills
Ability to communicate effectively with others
Ability to work effectively in a team environment
Proven ability to multi-task in a fast-moving environment
Ability to take initiative and work independently
Work Conditions: Work is performed under usual office conditions. Occasional evening work required with events. National and International Conferences; Fellows/Ambassadors in Residence Series (two annual); Policy Series (Women and Politics, Media and Politics, etc.); Annual Wilkins Leadership Awards Program held in Columbia; Annual Law and Society Symposium in partnership with the Charleston School of Law held in Charleston each year; Annual four-week Summer Series with OLLI @ Furman; Annual Diversity Leaders Initiative weekend conference (OneSouthCarolina); Annual Dick and Tunky Riley WhatWorksSC awards program; Annual Constitution Day event; Miscellaneous speakers and events
Job Posting End Date (if date is blank, posting is open ended):
Furman is an Equal Opportunity Employer committed to increasing the diversity of its faculty and staff. The University aspires to create a community of people representing a multiplicity of identities including gender, race, religion, spiritual belief, sexual orientation, geographic origin, socioeconomic background, ideology, world view, and varied abilities. Domestic partners of employees are eligible for comprehensive benefits.
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