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Coordinator

Employer
Lehigh University
Location
Pennsylvania, United States
Salary
Salary Not specified
Closing date
Oct 11, 2022

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Position Type
Administrative, Office Administration
Fields
Other Fields
Employment Type
Full Time
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Lehigh University

Lehigh University is an affirmative action/equal opportunity employer and does not discriminate on the basis of age, color, disability, gender, gender identity, genetic information, marital status, national or ethnic origin, race, religion, sexual orientation, or veteran status. Lehigh University provides comprehensive benefits including partner benefits.

Responsible for coordinating activities and providing administrative support to the University Events team. Assists in the planning and implementation of University and Development and Alumni Relations Events. The Coordinator will be responsible for event processes relevant to invitations, registration, guest data and providing customer service and assisting with planning certain event logistics. The Lehigh community takes seriously our commitment to antiracism and The Principles of our Equitable Community.

1. Manage event registration and attendance data for events, from planning through execution and post-event activity
*Support for the BANNER System; updating and adding Alumni contact information in the Banner System (Lehigh's personnel database)
*Oversee the MyLehigh event management reservation program for the events
*Receive payment for the events; process credit cards and complete payment tracking system
*Provide support for downloads and coding as applicable to events
*Develop and oversee name tags, reservation sheets, registration lists, final attendance and accounting for various events
*Independently creates tracking mechanisms and tracks attendance lists for events
*Input guest data and create reports
*Gather invitation lists from event owners and ensure that they are coded in Argos
*Upload FAQs and Invitations to Argos
*Collect event responses received through online registration system, via email and/or phone
*Review and format Argos and iModules attendance reports for tracking and analysis purposes
*Provide attendance updates upon request
*Create guest bios
*Provide support for Events Review Committee, including but not limited to, printing reports and updating events within Argos

2. Coordinates the implementation of Development & Alumni Relations and University Events
*Independently creates tracking mechanisms and tracks attendance lists for events
*Coordinates ticketing procedures for events
*Serves as a member of the Commencement Committee
*Coordinates the Welcome Center for Family Weekend
*Creates and orders name tags, place cards, signage and other event supplies
*Identify and secure gifts and giveaways for guests
*Coordinates handouts and binders
*Coordinates printing and mailing of event communications
*Reserves bus, trolley, van and limo transportation
*Staffs events both on and off campus
*Works with colleagues within the University to plan, coordinate and execute events
*Works with colleagues within the Development and Alumni Relations (DAR) stem on donor and prospect meetings, events and activities

3. Calendar Coordination
*Maintain and update event and google calendar
*Coordinate information among multiple departments
*Provide training and assistance to staff on the various types of calendars
*Oversee information flow between departments for event planning and scheduling to eliminate potential conflicts
*Prepare reports and spreadsheets as appropriate

4. To provide administrative support to Sr. Director, University and DAR events staff
*Independently creates and prepares personal correspondence as needed for all team members
*Coordinates the mailing of the President's "State of the University" letter
*Processes checks, purchase orders, expense re-allocations, payment of bills, etc.
*Orders downloads and executes mailings, produces correspondence to large groups of alumni donors
*Makes travel arrangements
*Coordinates meetings and reserves location space
*Schedules meetings and appointments on corporate time calendars
*Greets and assists visitors

Grade: 7 -37.5

Position Number: S76470

Special Considerations

The duties of this position may allow the employee to work partially remote as deemed appropriate by the supervisor

Will sometimes need to stand, sit, reach, walk, stoop, kneel, crouch or crawl, use hands to touch, handle or feel, reach with hands and arms and lift up to 25 pounds

Qualifications

High School Diploma or equivalent combination of education and experience

One to three years related work experience

Excellent communication (written and oral), interpersonal skills and a high level of customer service required

Ability to build, foster and maintain positive professional relationships

Excellent organizational skills, time management and sound judgment

Adept use of digital communication preferred

Proven ability to manage multiple tasks simultaneously and a high degree of initiative for bringing tasks to completion

Solid analytical, decision making and problem-solving skills

Excellent computer skills with experience using word processing, spreadsheet, database and presentation software

Successful completion of standard background checks including but not limited to: social security verification, education verification, national criminal background checks, motor vehicle checks, PATCH, FBI fingerprinting, Child Abuse Clearance and credit history based upon the requirements of the position

All Lehigh faculty and staff are required to be fully vaccinated and receive a booster shot six months after their second vaccine; unless they receive an approved medical or religious exemption from the requirement.

Only complete applications will be considered therefore please complete the application in its entirety. Once the posting is removed from the website applications may no longer be allowed to be completed.


PI191960787

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