Admissions Event Asst

Position Title: Admissions Event Asst

Employee Classification: Event Planner

College/Division: Student Success & Enroll Management

Department: 521010-UNDERGRAD ADMISSIONS & ORIENTATION

Internal or External Search: External - Open to all applicants

Location: Las Cruces

Offsite Location (if applicable):

Target Hourly/Salary Rate: 17.14

Appointment Full-time Equivalency: 1.0

Exempt or Non-Exempt: Non-Exempt

Classification Summary:
Designs, establishes, and oversees the integrated logistical and administrative support needs of the chosen event site. May plan educational events, conferences, and/or other events. Assesses program goals, estimates facility, equipment, logistical, and catering requirements, develops program budgets, and negotiates and administers service contracts.

Classification Standard Duties:
Participates and/or plans and establishes goals and objectives for meetings, conferences, and/or events, with respect to budgets, speakers, facilities, technology, equipment, logistical requirements, and other related issues. Evaluates program/event histories, budget considerations, contractual provisions, and planning committee recommendations to determine requirements as to space, facilities, technology, equipment, lodging, catering, event staffing and on-site management. Serves as principal liaison between contractors, organizers, faculty, and administrators with regards to all or specific facets of the logistical operations support of multiple programs and events. May negotiate terms, execute, and administer multiple contracts with facilities vendors for services, in accordance with budget constraints and University policies and procedures. Plans and coordinates complex administrative assignments and special projects within and/or across operating units; gathers, organizes, and assesses information, and develops and prepares recommendations. Develops and prepares special management studies, surveys, statistics, and a variety of other reports. May design and prepare various marketing materials, to include brochures and flyers, for meetings and conferences. Monitors and coordinates accounting activities as appropriate, and prepares internal reports for management; participates in budget planning and management, as required; may coordinate and administer the purchasing of supplies and/or equipment for the unit. Participates in various committees and professional organizations. May assist in or contribute to the planning, coordination, development, and implementation of long-range goals and objectives. May supervise lower graded staff and/or student employees; may participate in training and evaluative sessions. Performs miscellaneous job-related duties as assigned.

Required Education, Experience, Certification/License, Equivalency
Required Education:High School diploma or GED certificate.; Required Experience:Four (4) years of experience related to the standard duties as outlined.; Equivalency:Completion of a post-secondary degree or certificate may substitute for years of experience.; Required Certification/License:

Knowledge, Skills and Abilities
KNOWLEDGE:Knowledge and understanding of meeting and event planning principles, requirements, procedures, and available resources. Knowledge of conference facilities, technology, and equipment. Knowledge of finance, accounting, budgeting, and cost control procedures. Knowledge of public institution purchasing principles, procedures, regulations, and standards.; SKILLS:Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community. Skill in organizing resources and establishing priorities.; ABILITIES:Ability to gather and analyze statistical data and generate reports. Ability to analyze and interpret financial data and prepare financial reports, statements and/or projections. Ability to develop, plan, and implement short- and long-range goals. Ability to make administrative/procedural decisions and judgments. Ability to create, compose, and edit written materials. Ability to investigate and analyze information and draw conclusions. Ability to perform complex tasks and to prioritize multiple projects. Ability to negotiate and manage contractual arrangements.

Job Duties and Responsibilities
The Admissions Events Assistant is primarily responsible for the successful planning, on-site execution, and budget reporting for multiple Undergraduate Admissions & Orientation events for prospective students and their families at various parts of the admissions funnel. They support the whole office in organizing and enhancing the admission event experience to provide an authentic, meaningful, and positive experience for prospective students their families, and other constituents. NMSU is looking for a successful and enthusiastic event planner to help lead production of both large and small events from conception to completion. 40% Coordinate regular, and special, daily campus visits, transfer visits, and Spanish language campus visits for prospective students and their families wanting to learn more about NMSU. Maintain records for campus visit program including communication, registration, and staff assignments (professional and student) through NMSU's CRM (currently Slate). Coordinate the preparation of and use of Campus Visit Room, use discretion regarding requests for use outside of the campus visit program. Communicate with Academic College partners as needed about students' requests for academic meetings during Campus Visits. Coordinate year-round group visits for the office with both outside constituents and internal campus partners. Admissions Events – 30% Co-chair the Admissions Events Committee with the Associate Director for Orientation & Visitor Experience. Plan, coordinate, and support the implementation of effective on-campus, off-campus, and virtual events for prospective students and their families throughout multiple stages of the enrollment funnel, such as Aggie Experience (open house), yield events, and Honors Day. Analyze event data such as survey, registration, and attendance data and trends, space capacities, and feedback from campus partners and make recommendations for program improvements. Support other events through the Undergraduate Admissions & Orientation office such as Aggie Welcome & Orientation, Family Weekend, SEVIS Check-in (for International Students), and INTRO. Administrative Assistance – 25% Take the lead role in facility logistics and reservation for all admission related events on campus. Serve as a back-up to the Senior Administrative Assistant to ensure that travel reimbursements, hiring of student employees, and facility issues for the department are processed in a timely manner. Serve as one of the department's website administrators, assisting with updating website pages and CRM content related to events within the department. Under the direction of the Associate Director, manage the ordering of supplies, meal tickets, and giveaways for the Campus Visit program and other events within the Professional Development – 5% Maintain institutional membership within the Collegiate Information & Visitor Services Association and engage in professional development within this association, or similar association to obtain knowledge related to the position. Applies best practices towards the mission of a Hispanic Serving & Minority Serving Land Grant Institution and the desire to help the institution continue to fulfill this mission.

Preferred Qualifications

Special Requirements of the Position
Valid state issued drivers license.

Department Contact: Loretta Campolla-Ybarra, 575-646-2447, locampol@nmsu.edu

Contingent Upon Funding: Not Applicable

Bargaining Unit Eligibility: This is a bargaining unit position with American Federation of State, County & Municipal Employees (AFSCME).

Standard Work Schedule: Standard (M-F, 8-5)

If Not a Standard Work Schedule:

Working Conditions and Physical Effort

Environment: Work is normally performed in a typical interior/office work environment.

Physical Effort: No or very limited physical effort required.

Lifting Requirements: Requires handling of average-weight objects up to 10 pounds or some standing or walking.

Risk: No or very limited exposure to physical risk.