What are the responsibilities and job description for the Graduate Assistant Intern, Event and Conference position at Otterbein University?

Location : Westerville, OH

Job Type : Graduate Assistant

Job Number : 00392

Division : Institutional Advancement

Department : Events Office

Opening Date : 01 / 21 / 2025

DESCRIPTION

Otterbein University is seeking a Graduate Assistant Intern for the Office of Event and Conference . The Graduate intern for Events and Conferences directly support the Office of Events and Conferences by coordinating various aspects of special events and conferences. This is a part time, 20 hours / week position. Benefits include a bi-weekly stipend and a tuition waiver.

JOB RESPONSIBILITIES

Oversee the budget and process for billing clients for all necessary event costs
Implement, secure, communicate, bill, and facilitate the Summer Intern Housing Program
Help to manage a shared mailbox for the Office of Events and Conferences
Support and help to supervise student event coordinators including scheduling for event support
Plan logistical and administrative arrangements with various conference groups and event coordinators
Serve as an Otterbein liaison with event leaders and attendees both prior to an event or conference arrival and while group is on campus
Coordinate with necessary campus departments to arrange for services and equipment
Coordinate meeting rooms and dining room needs
Assist with meeting preparation work (moving tables, chairs, boxes, etc.)
Assist with registration and various administrative duties as directed
Respond to the needs and requests of event and conference participants at all times with a positive attitude
Assist with the set-up, tear-down and overall production of special events throughout the year
Assist clients with logistical wedding arrangements, rehearsal and wedding set-ups with Otterbein staff
Enforce applicable University regulations and policies
Ability to multi-task multiple meetings and events simultaneously and at different planning stages.
Lead on-site tours with contracted and potential clients, vendors, community members, and other visitors to campus
Complete other assignments as directed

SUPERVISORY RESPONSIBILITIES : May assist supervising student employees.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Must be accepted into :

The on-line Master of Business Administration & Management at Antioch University

Must be available to work on the Otterbein University campus

EDUCATION and / or EXPERIENCE :

Bachelor's degree in plus two (2) years of experience in event management, accounting, supervision or related field.

Outgoing individual who is able to interact with a wide variety of ages, takes initiative, works hard, has a good sense of humor, and is flexible.

Friendly, energetic and ability to learn quickly.

Ability to handle difficult situations with the highest level of courtesy possible.

Someone who has good computer skills and is able to be a multitask

Have had successful customer service type job, and ability to demonstrate how they work with others well.

MISSION CRITICAL COMPETENCIES :

COMMUNICATION SKILLS :

Ability to present information, analysis, ideas, and positions in writing or in oral presentations in a clear and convincing manner.

Ability to tailor written and oral presentations to effectively reach intended audience.

INTERPERSONAL SKILLS :

Ability to create strong relationships with constituents and colleagues in order to develop trust and credibility with them.

Ability to work through interpersonal conflicts to ensure problems are addressed and relationships are strengthened.

Respect confidentiality of information.

AGILITY :

Readily responds to pressing and changing demands of constituents and within the organization.

Take calculated risks.

INITIATIVE :

Seek opportunities to improve, streamline, reinvent work processes as a means to improve the organizations performance and effectiveness.

Think expansively by combining ideas in unique ways or making connections between disparate ideas.

ACCOUNTABILITY :

Take responsibility for individual and team goals.

Develop goals and a plan to help fulfill the division's mission.

Develop clear and challenging but achievable personal and organizational goals.

ETHICS :

Act in a way that reflects relevant law, policy and procedures, and University values.

LANGUAGE SKILLS : Excellent written and verbal communication skills required.

MATHEMATICAL SKILLS : Ability to analyze a budget, work with segmentations and build audiences based on sound marketing principals is required.

TECHNICAL SKILLS : Facility with computers and databases is essential.

REASONING ABILITY : Excellent organizational and interpersonal skills are required along with attention to detail and a goal-oriented work ethic.

PHYSICAL DEMANDS : The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Ability to travel both on and off campus. Some evening and weekend work is required to represent the University at events and functions. Must be able to spend prolonged periods of time on a computer and on the telephone. Must be able to project voice and do public speaking in both small and large group settings. Must be able to meet regular and predictable attendance standards.

WORK ENVIRONMENT : The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is primarily performed in an office setting but may vary depending upon conditions present at off-campus locations.

SUPPLEMENTAL INFORMATION

This description is intended to indicate the kinds of tasks and levels of work difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of similar kind of level of difficulty.

Otterbein University is an EEO educator and employer.

To help attract a talented team, Otterbein offers an exciting benefit package to Graduatue Interns and Teaching Assistants. Benefits of this position include tuition waiver for graduate school studies and a stipend paid bi-weekly.

See on the university's website for more details.

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