Event Planning Assistant Jobs in Oregon (NOW HIRING)

Willamette University, founded in 1842, is a nationally-renowned private university enrolling 2800 students across five colleges. Our historic campus, adjacent to the Oregon State Capitol, hosts a distinguished undergraduate liberal arts college in Salem, Oregon. Our downtown Portland campus is home to the Pacific Northwest College of Art (PNCA). We offer a wide range of professional graduate programs, including Oregon's top-ranked MBA program, the Northwest's oldest law school, as well as MA/MFA programs at PNCA and master's degrees in data science and computer science.

Willamette University provides a high-value and comprehensive benefits package to eligible employees. Our Benefits Summary includes options for health, dental, life insurance, retirement, substantial paid time off, tuition and more. If you need assistance applying for a job or have any questions on recruitment at Willamette, please contact our HR Department, hr@willamette.edu or call us at 503-370-6210.

POSITION SUMMARY

Reporting to the Dean of Students for Community Care & Inclusion at PNCA, the Student Affairs Office Assistant plays a critical role in providing comprehensive administrative support and operational coordination for the PNCA Office of Student Affairs. This role assists student clubs and organizations, provides support for key campus events, office coverage, marketing, and promotion for departmental events. This position will participate in major university-wide events, including admitted student days, orientation, move-in, and admissions events.

RESPONSIBILITIES

Student Engagement and Leadership Support

• Act as the primary point of contact for active undergraduate and graduate student clubs and organizations, helping them navigate university processes.

• Assist active student clubs and organizations with purchasing items approved by the Student Council (graduate and undergraduate)

• Supervise the work of student office assistants

Administrative Support & Office Operations

• Manage email and communication requests from active clubs and organizations at PNCA and the general pnca-student-life@willamette.edu account, routing to the appropriate staff member or responding accordingly.

• Assist with reconciliation of monthly expenditures of the PNCA Student Affairs Team (DOS, Director, & Assistant Director)

• Provide coverage for the Office of Student Affairs, PNCA

• Provide Office support, including tracking and monitoring of supplies, general office organization, and maintenance (watering plants, tidying the office, organizing student affairs supplies)

• Assist the Office with scheduling and coordinating meetings with external constituents and campus partners.

• Manage Student Life marketing and promotions.

Event Coordination & Marketing

• Provide general support for key campus activities and events, which can include assistance with purchasing, set-up, breakdown, and other duties.

• Assist with flyer and poster design for the Office of Student Affairs

• Actively participate in major University events such as Orientation, Move-in, Move-out, Admitted Students Day, and Admissions events.

Professionalism & Compliance

• Respect and maintain confidentiality, parameters of operation, professional protocols, and individual privacy as required by law.

• Perform other duties as assigned by supervisor or their designee.

QUALIFICATIONS

Minimum

• High School Diploma.

• Ability to cultivate relationships with campus constituents.

• Ability to effectively communicate with diverse audiences.

• Understanding of event planning processes and ability to support student groups in executing successful events.

• Ability to provide administrative support to functional areas in a timely manner.

Preferred

• Bachelor's Degree from an accredited higher education institution

• Familiarity with an art and design college environment

• Previous experience working with college students

• Previous experience working in an office environment

• Experience using Google Applications, Canva, Adobe, or other products to design flyers.

Typical Work Schedule: Monday through Thursday, 9:00 am to 2:00 pm. Occasional Fridays and evenings.

Physical Demands & Working Conditions: Typical work is performed indoors in a normal office environment.

Salary: $18.95/hr for an average of 20 hours a week.

You will need to upload the following two documents as part of your application materials in the "My Experience" section labeled Resume:

• Cover letter addressing qualifications

• Current resume

Applications will be reviewed on a rolling basis until the position is filled.

Incomplete applications will not be considered.

BACKGROUND CHECK REQUIREMENT:
All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.

REASONABLE ACCOMMODATIONS STATEMENT:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

INSTRUCTIONS FOR APPLICANTS:

Please read the following carefully before beginning the online application process. To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments -- listed at the bottom of the page -- must be submitted for each individual job post that you are interested in applying. Once you submit your application you will not be able to edit your application.