Department: Campus Events and Conference Services (CECS) Graduate Assistant - Pre-Professional 20 Hours Per Week
Unit/Division: Campus Events and Conference ServicesSemester(s) Graduate Assistant is Needed: Fall 2024, Spring 2025Name of Person who will Supervise GA: Holli StoneSupervisor Job Title: Assistant Director of Campus EventsSupervisor Department: Campus Events and Conference ServicesGA Supervisor Email: holli.stone@oswego.eduNumber of Hours Expected to Work Each Week: 20What is the date that the review process will start? 3/18/2024What is the date you will make a final decision regarding the selection of the candidate for this position? 5/1/2024Compensation: Negotiable, but total is $6,250 per semester. A percentage must be tuition and a percentage must be stipend.Location where GA will Report to Work: Marano Campus Center 135Job Description and Key Responsibilities including Virtual/Remote Expectations: No remote work available in this position.Job Overview: The department of Campus Events and Conference Services is seeking a motivated and creative Graduate Assistant (GA-20) to join our CECS team. This individual will play a crucial role in managing student event staff. The successful candidate will be responsible for recruiting, hiring, training, and monitoring a team of student event staff to ensure the smooth execution of various campus events. This position provides an excellent opportunity for professional development in Human Resource Management, leadership, and team coordination. The ideal candidate will have a passion for promoting student engagement that develops students’ sense of belonging and enhances job skills development.Responsibilities:Event Coordination, Execution, and On-Site Event Support: • Assist in the planning and execution of a variety of campus events. • Coordinate logistical details, including scheduling, venue setup, and equipment management. • Collaborate with internal and external partners to ensure seamless event execution. • Provide on-site event support for evening and weekend events. • Maintain a working knowledge of the Facility Use Policy as it relates to scheduling and events. • Maintain a working knowledge of the technology in the ATC classrooms, meeting rooms, and other campus venues with installed technology. • Maintain accurate event records in EMS reservation database, google drive, hard copy, or other appropriate formats. Event Staff Management • Schedule student Event Manager staff for Marano Campus Center. • Monitor student staff performance during events, providing feedback for skill development. • Monitor student staff attendance and administer attendance policy. • Conduct staff meetings as needed. • Assist in budget management related to student event staff. • Provide coverage at the Welcome Center when needed or requested by professional staff.Recruitment and Hiring: • In consultation with professional staff, coordinate recruitment of student staff – collect and review applications, schedule, and conduct interviews, provide follow up with candidates, complete all necessary paperwork as required (including hiring forms). • Coordinate the onboarding process for new hires by creating training materials and conducting orientation.Training and Development: • Understand the essential functions and expectations of the CECS student staff. • Develop extensive knowledge of the Campus Center complex and Sheldon Hall Ballroom. • Coordinate with campus services and surrounding organizations to provide training services to staff. • Provide ongoing coaching and support to enhance the team's skills and knowledge. • Create and execute employee engagement tactics to foster a positive work environment. Communication and Coordination: • Serve as a liaison between event staff, event organizers, and professional staff. • Communicate effectively with team members, addressing concerns and fostering a positive work environment. • Assist in special projects, departmentally coordinated events, and committees as assigned by supervisor and department professional staff.Qualifications: • Full matriculation into a graduate program at SUNY Oswego. • Maintain a 3.0 GPA • Strong attention to detail • Ability to work collaboratively and adapt to a dynamic work environment. • Ability to use Microsoft Suite, Google Suite, and other software programs. • Organizational skills, effective time management skills, strong oral and written communication skills, and high levels of integrity, energy, and enthusiasm. • Previous experience in event management or student leadership is a plus. • Ability to work flexible hours, including evenings and weekends during events. • Commitment to fostering a positive and inclusive team environment.
List any Learning Outcomes related to the GAs Academic Program:Recruitment and Selection Skills: Develop proficiency in crafting effective job descriptions and recruitment strategies. Gain experience in conducting interviews, evaluating candidates, and making informed hiring decisions. Understand the importance of diversity and inclusion in the recruitment process.Training and Development Expertise: Ability to design and implement comprehensive training programs for staff. Acquire effective communication and instructional skills to convey information clearly. Foster a culture of continuous learning and skill enhancement within the team.Leadership and Team Management: Develop strong leadership skills by overseeing and guiding a team of student event staff. Enhance problem-solving abilities and decision-making in a fast-paced event environment. Foster teamwork, collaboration, and a positive team culture.Event Coordination and Planning: Gain hands-on experience in coordinating various aspects of events, from scheduling to execution. Develop proficiency in creating event timelines, managing resources, and problem-solving during events. Understand the importance of adhering to policies, procedures, and safety guidelines.Communication and Interpersonal Skills: Improve communication skills through effective interaction with team members, event organizers, and other stakeholders. Enhance interpersonal skills in addressing concerns, providing feedback, and resolving conflicts. Develop strong written and verbal communication skills for professional correspondence.Administrative and Organizational Abilities: Learn and apply organizational skills in maintaining accurate records of staff attendance, schedules, and evaluations. Gain experience in budget management related to student event staff activities. Develop proficiency in report preparation and data analysis for supervisory review.Adaptability and Time Management: Cultivate adaptability by working in a dynamic event environment with varying demands. Develop effective time management skills to balance administrative duties, training sessions, and event coordination.
Any restrictions to the type of student who would be eligible? The term of appointment runs from two weeks prior to the start of classes for fall 2024 though May 31, 2025 excluding academic recesses. Regular evening and weekend hours are required as determined by campus event schedule. The Graduate Assistant must prioritize this position and cannot hold any other jobs that exceed 10 hours per week. Any additional employment must not conflict with the required schedule.
What behavioral expectations do you have? For example, what is your preferred communication timeline for a GA who needs to call out sick? Email the supervisor as soon as possible prior to taking a sick day.
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