Program Coordinator, NYS Writers Institute
About University at Albany:
Established in 1844 and designated a University Center of the State University of New York in 1962, the University at Albany's broad mission of excellence in undergraduate and graduate education, research and public service engages a diverse student body of more than 17,300 students in nine schools and colleges across three campuses.
Located in Albany, New York, New York State's capital, the University is convenient to Boston, New York City and the Adirondacks.
This position will manage administrative support functions and event planning for the New York State Writers Institute's full range of sponsored programs. The successful candidate must demonstrate the ability to collaborate with University faculty, staff, and students, as well as community members to advance the goals of the Institute. The candidate must possess a wide range of computer, writing, administrative, organizational, and interpersonal skills. The candidate is required to work flexible hours, including evenings and the occasional weekend.
The Program Coordinator will:
- Coordinate all event planning, design, and production functions within a detailed time frame, including guest transportation/lodging/honoraria payments, securing event spaces, organizing dinners and receptions, assigning event coverage; setting and monitoring event timelines and ensuring that deadlines are met
- Manage and execute general day-to-day office administrative functions:
- generate and track purchasing/accounting/personnel transactions
- answer telephones
- manage mail services
- purchase supplies and equipment
- process work order requests
- maintain Institute mailing lists
- supervise Federal Work Study students
- Provide support for budget preparation and monitoring; calculate event budgets and ensure they are adhered to
- Participate in the scheduling, production, mailing and distribution of Institute publicity materials
- Proactively handle any arising issues and troubleshoot any emerging problems relating to scheduled events
- Propose ideas to improve administrative functions and event quality
- Contribute to social media posts on Facebook, Twitter, Instagram, etc.
- Provide staff support for projects and fund-raising efforts generated by the Institute's "Friends of Writing" group
- Assist with the maintenance of the Institute archival material
- Bachelor's degree from a college or university accredited by a U.S. Department of Education or internationally recognized accrediting organization
- 3-4 years in a professional administrative support position, and/or event planning
- Strong organizational and management skills with attention to detail
- Excellent time management and verbal and written communication skills
- Experience managing and reconciling budgets
- Ability to work independently and as part of a team
- Computer proficiency with Microsoft Windows platforms, including Microsoft Office (particularly Word, Excel, and Access), and expertise/knowledge in working with social media platforms
- Experience planning and managing public events
- Ability to work evenings and the occasional weekend
- Ability to work with a culturally diverse population
- Basic knowledge of graphic design, printing, and graphics programs including Quark X-Press, InDesign, and Photoshop
- Interest in contemporary literature and publishing
Professional Rank and Salary Range: Staff Assistant, SL-2
Start Date: August 1, 2017
Closing date for receipt of applications: June 16, 2017
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Please apply online via https://albany.interviewexchange.com/jobofferdetails.jsp?JOBID=84532
Applicants MUST submit the following documents:
- Cover letter stating all the required minimum qualifications and any of the applicable preferred qualifications
- Name, title, and contact information for three professional references
Note: After submitting your resume, the subsequent pages give you instructions for uploading additional documents (i.e. cover letter etc.).