Logistics Assistant
University of North Dakota

Salary/Position Classification

• $45,000.00 annual, Non-Exempt (Eligible for overtime)
• 40 hours per week
• 100% Remote Work Availability: No
• Hybrid Work Availability (requires some time on campus): Yes

This position is responsible for providing logistical support to the Office of Extended Learning Coordinators for Conferences, Camps, and Events (CCE) Planning. The Logistics Assistant will also provide logistical support - to include pre- and post-event logistics registration support, name badge processes/attendee check-in, reporting and overall logistical support for conferences, camps and events.

• Provide logistical support for all conferences, camps and events that fall under the purview of the Office of Extended Learning.
  
  • Assist coordinators to develop event logistical plans, to ensure that all elements align with event goals, processes and timelines.
  • Assist coordinators to track agreements and contracts for conference speakers.
  • Inform client of the UND Facility Use Policies and Procedures that they will need to follow, if they are utilizing UND/on-campus facilities and services.
  • Assist clients to complete and submit applicable approval forms when holding events on UND Campus (safety office, parking office, catering, special event authorization forms, etc.)
  • Create event timelines and checklists to ensure all tasks are completed on schedule.
  • Maintain and track event space contracts through the system and file them as appropriate.
  • Assist coordinators by working with vendors and other partners to stay on track with event processes and timelines.
  • Coordinate next step actions with partners and third-party vendors to ensure event logistics are arranged and University safety/risk management, policy and compliance requirements are met prior to event execution.
  • Assist with setting up CCE registration sites into event management software system.
  • Run registration reports for current registration sites and email to event contact person, as outlined in the CCE Agreements.
  • Utilize event management system and University financial process to manage payment collections and reconciliations.
  • Assist with venue research, coordinate site visits (when needed), communicate space needs, and make recommendations to coordinators to evaluate potential event locations.
  • Secure facility space reservations and communicate Information to the coordinator for on/off campus for conferences, camps, and events.

• Provide on-site event logistical support for all conferences, camps and events, to CCE coordinators, clients and attendees.
  
  • Support the coordinators with event setup and breakdown as needed, ensuring all logistical elements are executed effectively.
  • Work with UND Catering for food/beverage orders for on-campus events.
  • Work with onsite event facilities on food/beverage orders for off-campus events/conferences
  • Complete and submit applicable approval forms when holding events on UND Campus (safety office, parking office, catering, special event authorization forms, etc.)
  • Help manage on-site registration and assist attendees and vendors, as needed.
  • Coordinate with the assistance of the CCE Customer Service Representative to print name badges for each event.
  • Maintain records and coordinate the pick-up and drop off procedures for badges and carrying cases, in coordination with the customer service representative and coordinators.
  • Act as a point of contact for vendors as needed during the event, assisting in resolving any logistical issues and answering any questions that may arise.
  • Help monitor the event schedule, providing support to ensure timelines are adhered to.
  • Assist with setting up post-event evaluations in collaboration with the coordinators.
  • Provide exceptional customer service to clients and attendees.
  • Assist with onsite support at conferences/camps/events, when required.

• Provide post-event and on-going logistical support for all conferences, camps and events, and to CCE clients and attendees.
  
  • Assist in gathering feedback from attendees and vendors to evaluate the event's success and areas for improvement.
  • Execute post-event customer service surveys and debriefing follow-ups or meeting as deemed appropriate.
  • Provide input on improving logistical processes based on experiences from past events.
  • Contribute to post-event reports by compiling logistical data and summarizing outcomes.
  • Produce and disseminate event summary documents (evaluations, attendance sheets, Continuing Education rosters, etc.) following camps, conferences and events in coordination with the CCE Coordinators.
  • Collaborate to complete and cross-check CCE program dashboards for OEL.
  • Reconcile attendance rosters with enrollment rosters and verify attendance within the CCE software system to verify attendance
  • Assist in organizing and maintaining records of event materials, vendor contracts, and logistical resources.
  • Help maintain positive relationships with vendors and venues for future event planning.

• Participate as an active team member within the Office of Extended Learning, TTaDA, and the University as a whole.
  
  • Attend professional development activities as appropriate and in balance with work responsibilities.
  • Participate actively in meetings and on committees and project teams as needed.
  • Support the workplace culture of OEL by demonstrating the professional conduct and values expected of all Extended Learning team members.
  • Work with other OEL team members to create timelines, procedures, and processes that can improve efficiencies and overall OEL team cohesiveness.
  • Maintain a high level of productivity regardless of which work environment you are working in.
  • Maintain a positive and professional attitude at all times.

• Demonstrated excellence in customer service.
• Self-starter, motivated and able to work in a fast-paced environment that is heavily focused on conference success.
• Demonstrated ability in problem-solving, sound decision-making, and critical thinking skills.
• Demonstrated ability to work independently and prioritize tasks.
• Demonstrated ability to work as a team player.
• Excellent interpersonal skills.
• Demonstrated organizational and detail-oriented skills.
• Excellent written and oral communication skills.
• Excellent typing and spelling skills, including the use of professional grammar.

• Associate degree and two years directly related experience in administrative, clerical, or related field; OR High School diploma with 4 years of administrative/clerical experience.
• Computer experience with email, word processing, internet, Microsoft Office Suite and database software.
• Experience working with the public in a customer service role.
• Successful completion of a Criminal History Background Check

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. This position does not support visa sponsorship for continued employment.

• Experience in conferences, camps, or events management.
• Experience with events management software, such as vFairs