(09/23/2022)
Saint Leo University
Saint Leo

Job Description Summary

The CCJS Administrator of Programs and Events is responsible for the planning and executing of, and follow-up on, all CCJS events, which include formal conferences, symposia, receptions, student events, webinars, and Center-internal events and meetings, and for the day-to-day administration of the Center. Reporting to the Director of the Center for Catholic-Jewish Studies, the Administrator of Programs and Events collaborates with Saint Leo University faculty and staff, including University Marketing and Communications and community partners, to plan and organize events, develop event marketing and other communications material, coordinate event coverage (filming, photography, feature story, post-event follow-up), and process payments and settle invoices.

The Administrator of Programs and Events maintains highly effective and professional internal and external communication, including maintaining CCJS contacts, promoting events, and managing outreach to Saint Leo departments and members of the community. The Administrator of Programs and Events interacts with invited event participants and attendees in person and via email, manages relationships with vendors, and maintains regular contact with members of the community.

The Administrator of Programs and Events requires excellent organizational skills and the ability to effectively handle multiple projects simultaneously. In the performance of their office management responsibilities, the Administrator of Programs and Events works with partner institutions, faculty, and departments across the university, including Accounting, Development, and Advancement Services.

Job Description

DUTIES AND TASKS:  

  • Serve as a central point of contact between students, faculty, staff, other departments, and/or external constituencies on day-to-day programmatic, operational, and administrative matters; oversee meeting schedules, special projects, and/or general problem resolution.
  • Oversee all event logistics from concept through set-up, execution and break-down, and maintain tracking and status reports of event progress. Includes logistics for guest scholars (including necessary paperwork, travel arrangements, and honorariums), and attendees of events (including event registration, preparation of any printed materials, navigation of attendees to events, and check-in tables).
  • Coordinate with University Communications to manage all internal and external event-related marketing and communications in a timely manner (letters, flyers, announcements, invitations, website content, media relations, social media: LinkedIn, Facebook, and Instagram).
  • Collect and maintain up-to-date information for all CCJS contacts.
  • Create and maintain records of all CCJS events, including contact/feedback forms, video, and photography from events.
  • Oversee program budgets, purchases, and finances.
  • Support Director and Assistant Director in their participation in conferences or invitations to public speaking events.
  • Coordinate with Advancement to track and process donations to the CCJS.
  • Oversee orders for office and research supplies.
  • Perform other duties as assigned by the Director and/or Assistant Director.

Education Requirements & Qualifications: Bachelor’s degree required. Bachelor’s degree in Business Management and/or Theology/Religious Studies with at least 2-5 years of experience in related areas preferred.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

  • Committed to the CCJS mission to build understanding and respect between Catholics and Jews and all people of good will.
  • Highly motivated and extremely organized.
  • Collaborative work style and ability to receive feedback with a willingness to respond to an evolving set of priorities.
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Ability to coordinate and organize meetings and/or special events.
  • Proven skills in time management.
  • Ability to exercise discretion and maintain grace under pressure.
  • Ability to make administrative/procedural decisions and judgments.
  • Administrative, word processing, and/or office skills.
  • Skill in the use of personal computers and related software applications, including Microsoft Office, Excel, Outlook.
  • Skill in organizing resources and establishing priorities.
  • Records maintenance skills.
  • Ability to interact with students, faculty and/or staff in a team environment.
  • Knowledge of finance, accounting, budgeting, and cost control procedures.
  • Knowledge of communication principles, media, and marketing techniques.
  • Advanced writing and editorial skills.

Required Documents:

In addition to your curriculum vitae/resume, the following documents are required for consideration.

1. Cover letter

2. Two letters of recommendation

ENVIRONMENT:   

 The work environment characteristics described here are a representation of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.  The term “qualified individual with a disability” means an individual with a disability who, with or without reasonable accommodation, can perform the essential functions of this position. 

While performing the duties of this job, the employee is regularly required to communicate professionally in person, over the telephone, through email and other electronic means, move about the office and University, handle various types of media and equipment, and visually or otherwise identify, observe and assess. The employee is occasionally required to lift up to 10 pounds unless otherwise specified in the job description. 

NOTICE: 

 The intent of this job description is to provide a representation of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description. Saint Leo University is an Equal Opportunity Employer and embraces diversity as a critical step in ensuring employee, student, and graduate success. 

Why Work at Saint Leo?

What it’s Like to Work Here: Ask our employees and the one word they’d use to describe working at Saint Leo University is “Community.” Our team members all share the Saint Leo core values, positive attitudes, and problem-solving abilities, enabling them to provide excellent student centered service. Our mission is educating and preparing students for life and leadership in a challenging world.  Thank you for your interest in joining the Saint Leo PRIDE!

We are committed to providing our employees with the support they need. At Saint Leo, we offer an array of medical, dental, and vision packages as well as several add-on perks to make your benefits package truly customizable to you and your family needs. Available benefits based on employment status (Full Time vs Part Time).

  • Inclusive Group Health Plan (Medical, Dental, Vision)
  • Group Health Plan features include Teledoc, Surgery Plus!, Wellness Incentive Program, Nationwide Pet Insurance, just to name a few!
  • Health Reimbursement Account (University Paid!) and Flexible Spending Accounts (healthcare and dependent options)
  • Tuition Remission (Employee, Spouse, and Dependents)*
  • Tuition Exchange opportunity for dependent of employees*
  • Paid Personal Leave (Sick, Vacation, Holidays)
  • 403b – Annual match 3%-9% of pay based on employee’s contribution. University match and fully vested within one month of hire date.
  • Basic Life and AD&D Insurance valued at 30k (University Paid!)
  • Income Protection Benefits after one year
  • Additional options for supplemental insurance 

*Eligibility based on meeting required service period

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