Event Coordination Assistant Jobs in Baton Rouge, LA

About this Job NSU's Healthcare Academic & Career Exploration (ACE) project is seeking an event coordinator/ assistant to the executive director to assist with meeting the goal of raising high school students' awareness of healthcare careers in our region. Healthcare ACE hosts six day-long experiential-learning events during the academic year to introduce high school students to various health care occupations. The event coordinator/ assistant to the executive director will manage the logistics of Healthcare ACE Events, this includes collaborating with School Boards to secure student registration, attendance, and release forms.

They will also assist the Executive Director with necessary purchasing, travel, marketing, communications, contracts, and reporting. This project is funded by a 5-year Future of HealthC.A.R.E. Program Grant awarded to NSU in 2023 by The Rapides Foundation

Current project funding ends June 30, 2028. The purpose of the grant program is to increase the number of qualified students from the Foundation's nine-parish service area enrolling in healthcare training programs or entering into the healthcare workforce. TO APPLY: Please submit a letter of application, resume, and current letters of recommendation from three (3) professional references.

Applications must be sent electronically to apply@nsula.edu Northwestern State University is a State as a Model Employer (SAME) agency. The successful candidate will be subject to a background check, as a condition of employment. Notice of Non-Discrimination (Full Disclosure) Northwestern State University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. All complaints or inquiries related to Title IX should be directed to the Director of Title IX Compliance and Title IX Coordinator, Julie Powell (318-357-5570), Room 306 of the Friedman Student Union or email tix@nsula.edu. In accordance with Section 35.106 of the Americans with Disabilities Act (ADA), all participants, applicants, organizations, and interested individuals are advised and noticed that the ADA Coordinator for Northwestern State University for facilities is the Director of University Affairs, Jennifer Kelly (318-357-4300), located in Room 128 Caspari Hall or email andersonje@nsula.edu

For student academic services, contact the Director of Access and Disability Support, Crissey Smith (318-357-5460) located in Room 111 Watson Memorial Library or email smithcr@nsula.edu. For faculty/staff accommodations and services, contact Executive Director of Institutional Effectiveness and Human Resources, Veronica M. Biscoe (318-357-6359), Room 111 Caspari Hall or email ramirezv@nsula.edu

Minimum Qualifications Bachelor's Degree, Master's Degree preferred. Proficiency with organizing and coordinating events or programs. Proficiency in clerical/administrative assistant activities.

Proficiency with Microsoft Office Suite (i.e., Word, Excel, PowerPoint, Outlook). Proficiency in assisting with budgetary reporting and accountability. Demonstrated critical thinking and decision-making skills.Preferred: Proficiency with Banner, the University's purchasing software

Proficiency with Louisiana State Purchasing rules and regulations. Experience promoting academic and career readiness. Experience serving individuals from a variety of backgrounds.

Experience with marketing, communications, and/or public relations. Experience with graphic design / lay-out for Website, Print and Social Medias. Job Duties and Other Information Event Coordination -Communicate with stakeholders before, during and after each event about plans for transportation, meals, arrival/departure times, etc.

Key stakeholders include School Boards, Healthcare ACE personnel, High Schools & Students, Post-secondary Education Partners, and The Rapides Foundation. Event Organization and Evaluation - Prepare materials and assign attendees to subgroups. Collect release forms and track registration and attendance.

Assess outcomes and assist with compiling this data for reports. Assisting with Budgetary Reporting and Accountability-Assist the Executive Director by providing accurate reports of budget expenditures and balances. Assist executive director by ensuring that all expenditures comply with University, State, and Federal Regulations.

Purchasing-Utilize the State Purchasing System to complete the entire purchasing process for materials, supplies, computers, equipment, meals, travel, and other essentials for operation. Coordinate with Essential Offices on Campus (e.g., Business Affairs) on behalf of Healthcare ACE. Contracts for Personnel -Follow the state's policies and procedures to complete requisite forms for personnel contracts and the payment thereof

Assist the Executive Director with requests to advertise contracts for extra-services, etc. Coordinate with Essential Offices on Campus (e.g., Business Affairs) on behalf of Healthcare ACE. Travel Arrangement- Process all Required Authorizations for Travel and Travel Expense Accounts for Healthcare ACE

Arrange for vehicle rentals, meals, and other accommodation, as necessary. At times, travel to off-campus locations and work outside of regular hours to facilitate Healthcare ACE events. Marketing- Increase awareness of Healthcare ACE by way of a comprehensive public relations plan using print and on-line media outlets such as program website, social media, etc.

Communications-Assist the Executive Director with internal and external communication about the program. Administrative Support and Logistics -Coordinate requests, receipt, compilation, and submission of forms such as sign-in sheets, pre and post-tests, and evaluations. Assist the Executive Director with the preparation of specialized reports concerning progress towards project goals.

Maintain files and spreadsheets of all professionals and students associated with the program including, but not limited to, electronic and paper sign-in/timekeeping forms. Manage inventory, materials, and supply order; responsible for submitting maintenance requests for equipment repair/replacement. Point of contact for technology assistance provided by ITS.

Special Projects - On an as-needed basis required by the specific initiative. For example, strategic planning, data entry/assistance when there is work overload or pressing deadlines. Meet required standards as defined by the University - always Represent the University in a positive manner and perform all job functions to an optimal degree to create a caring, studentoriented experience.

Other duties as assigned.