Program Events Assistant
Position Title: Program Events Assistant
# of Positions to Fill: 2
Department/Program: Summer Writing Program 12080
Remote Work Authorization: 100% On-Site
Campus Location: Arapahoe Campus
Reports to: Summer Writing Program Coordinator
FLSA Classification: Non-Exempt/Hourly
FTE: 83% (33 hrs/week)
Compensation: $17 an hour
Application Deadline: 4/30 or until filled
Job Summary
Establishes the Summer Writing Program Office and mode of operations with the SWP Managing Director. Serves as the primary contact between the Program Coordinator and Facilities and Office Of Events for all Summer Writing Program events set up needs. Tracks credit attendance for all events. Facilitate all SWP book signings, faculty dinners, and hosting activities. This is a temporary position for 4 weeks from June 2-June 30, 2025.
Job Duties & Responsibilities
Event Hosting
• Assists Faculty Liaisons and Assistants in the smooth running of each event.
• Ensures that each event is set up as needed, and that events run and end on time.
• Ensures smooth tear-down for hosting both on and off campus.
• Act as “front of house” at hosting events by checking IDs, restocking food and drinks, etc.
• Provides transportation to and from events.
• Introduce at least one guest for faculty readings
Event Planning
• Assist Program Coordinator with all aspects of events: scheduling, hosting, publicity, sound, lighting, set up, take down, recording equipment and trouble-shooting any technical issues as they arise
• Assists Faculty Director Assitant and PAC crew members on event set-up and details
• Serves as liaison between Program Coordinator and guest faculty/their liaisons including coordinating travel, ground transportation, accommodations, and other requests as needed.
• Manages forms related to requests, media release, or waivers of liability.
Administrative
• On-deck Monday mornings to assist the smooth launch of each week.
• Helps to coordinate administrative queries and logistics, directing inquiries to relevant staff member
• Performs general office tasks including reception, creating, collating, maintaining program documents.
• Tracks student attendance by creating and maintaining attendance sheets for workshops, and PAC events during all weeks for enrollment purposes.
• Tracks faculty feedback and program evaluations
• Maintains SWP office library, booklist, inventory of books and library acquisitions
• Helps set up and break down temporary SWP Office
• Inventories SWP shed at the beginning and end of SWP
• Assist with other administration, special projects, and events as assigned
Minimum Requirements:
• Must have High School Diploma or G.E.D.
• Must have worked or volunteered for at least one major event.
• Highly organized
• Experience working on conferences, festivals and event production
• Proficiency in assembling, maintaining and trouble-shooting equipment used in multimedia production
• Excellent phone and communications skills
• Experience working in Excel and Word
• All job candidates must demonstrate an appropriate level of understanding of and appreciation for the values of Naropa University and the capacity to demonstrate an integration and embodiment of these values as evidenced in work, communication, collaboration styles, and other general workplace behaviors.
Physical Requirements & Environmental Conditions
During regular daily activities, employee must be able to do the following with or without reasonable accommodation: lift up to 50 pounds, stand, walk, sit, run, handle/finger, bend at the waist, reach above shoulder level, kneel, crouch, interruptions/distractions, and heat/cold.
Naropa recognizes the following holidays throughout the year: Martin Luther King, Jr. Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Fall Break, 4th Thursday and Friday in November, and Winter Break, the last two weeks in December encompassing the Christmas holiday as well as New Year’s.
Naropa’s health and welfare benefits include the following: medical, dental, vision, FSA, HSA, employer-paid short-term and long-term disability, employer-paid life insurance and accidental death and dismemberment, an employer-sponsored pre-tax retirement savings plan, which includes up to 2.5% employer matching, and a variety of voluntary, employee-paid supplemental insurance plans.
A comprehensive benefits package is available to full-time employees who work a minimum of 30 hours each week. Employees who work 20 – 29 hours each week are eligible for only the employer-paid short-term & long-term disability, employer-paid life insurance & accidental death and dismemberment, and the retirement plan, which includes up to 2.5% employer matching.
Employees who work fewer than 20 hours per week are eligible to participate in Naropa’s retirement plan only, which includes up to 2.5% employer matching.
All regular full-time and part-time faculty and staff, including student workers, accrue sick leave benefits. Full-time and part-time staff positions accrue vacation and personal time. All leave accrual rates vary based on the position, hours worked, and years of service.
The University recognizes the importance of including its employees in its organizational mission and values and welcomes employees into the classroom to “touch the magic.” Specifically, regular employees are provided generous tuition remission opportunities for themselves and their family members.
Naropa University participates in the Council of Independent Colleges Tuition Exchange Program (CIC-TEP). CIC-TEP is a network of CIC colleges and universities willing to accept, tuition-free, students from families of full-time employees of other CIC participating institutions (full-time as designated by the employer/institution). Additional information can be found here: https://www.cic.edu/member-services/tuition-exchange-program.
Naropa University is an equal opportunity, non-discriminatory employer and Title IX is a federal civil rights law that prohibits gender discrimination, sexual harassment, sexual and relationship violence. This law applies to all students, faculty, and staff.