Demo

Extra Help - Program Assistant - Dental Clinics

uic
Chicago, IL Full Time
POSTED ON 2/18/2025
AVAILABLE BEFORE 3/17/2025

Position Summary

The Extra Help Program Assistant (Event and Project Management Assistant) will assist the Event and Project Management Team, within the Office of Strategic Initiatives and Marketing, performing duties involved in the management of college level events and strategic projects. Extra Help Program Assistant will work closely with Program Coordinator and Project Manager. The person will collaborate with program coordinators in coordinating activities related to event management such as registration, catering, event logistics and internal coordination with service providers. The person will also assist the Project Manager in managing some of strategic projects. This includes assisting in taking meeting notes, organizing project documentation and coordinating meetings on behalf of the Project Manager.

Duties & Responsibilities

  • Assist the Event Coordinator in coordinating activities related to event management, including but not limited to registration, catering, event logistics, and internal coordination with service providers.
  • Support the Event and Project Management Team in organizing and executing various events, ensuring seamless operations and timely delivery.
  • Collaborate with the Event Coordinator to maintain accurate event records, including attendee lists, vendor contracts, and financial transactions.
  • Provide administrative support to the Project Manager by assisting in taking meeting notes, organizing project documentation, and ensuring timely dissemination of project-related information.
  • Coordinate meetings and appointments on behalf of the Project Manager, ensuring all stakeholders are informed and prepared.
  • Assist in monitoring project timelines and deliverables, communicating updates and progress to the Project Manager and team members as needed.
  • Contribute to the development and implementation of project management processes and best practices to improve efficiency and effectiveness.
  • Assist with other tasks and responsibilities as assigned by the Event and Project Management Team to ensure the successful execution of events and projects.
  • Proficiency in scheduling events, programs, and activities, as well as delegating tasks effectively to ensure successful execution.
  • Ability to analyze information and evaluate results to identify optimal solutions and solve problems efficiently.
  • Excellent oral and written communication skills to effectively convey ideas, instructions, and updates to stakeholders.
  • Familiarity with WordPress or related content management platforms is beneficial for managing event registrations and online content.
  • Experience with designing/editing software such as Canva, Adobe Premiere, and Photoshop is advantageous for creating promotional materials, but not mandatory.
  • Adaptability to accommodate changing priorities and requirements in both project and event settings.
  • Strong listening skills to comprehend information and ideas communicated verbally.
  • Proficient in developing and executing goals and plans to prioritize tasks, organize workflows, and accomplish objectives efficiently.
  • Ability to collaborate effectively with colleagues, clients, and external stakeholders to achieve common goals.
  • Capacity to work autonomously and exercise sound judgment when analyzing and resolving various questions or issues.
  • Perform other related duties and participate in special projects as assigned.
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