Campus Events and Conference Services-CECS-Focus on Youth Protection and Conferences 0206B

Department: Campus Events and Conference Services (CECS)
Graduate Assistant for Academic Support
20 Hours Per Week

Unit/Division:  Campus Events and Conference Services

Semester(s) Graduate Assistant is Needed: Fall 2025, Spring 2026

Name of Person who will Supervise GA:  Melissa Paestella

Supervisor Job Title: Interim Director, Campus Events and Conference Services

Supervisor Department: Campus Events and Conference Services

GA Supervisor Email: melissa.paestella@oswego.edu

Number of Hours Expected to Work Each Week: 20

Compensation:
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 135

Date Review Process will start: 3/18/2025

Date a decision will be made regarding the selection of the candidate for this position:
5/16/2025

Job Description and Key Responsibilities including Virtual/Remote Expectations:
No remote work available in this position.

Job Description:

The Department of Campus Events and Conference Services (CECS) seeks a motivated and engaging Graduate Assistant to join our CECS team. This individual will play a vital role in coordinating event logistics and ensuring the successful execution of scheduled campus events, programs, and activities. The ideal candidate will be passionate about supporting programs that advance SUNY Oswego's education aims, enhance college-community relationships, and introduce prospective students to the campus environment.

Responsibilities (20hrs/week) Event Coordination, Execution, and On-Site Event Support:

• Provide on-site event support for evening and weekend events Assist in the planning and execution of campus events, programs, and activities
• Coordinate the logistical details of event coordination, including scheduling, venue setup, and equipment management
• Collaborate with internal and external partners to ensure seamless event execution
• Maintain a working knowledge of University and Departmental policies as they relate to scheduling and events
• Maintain a working knowledge of the technology in campus classrooms, meeting rooms, and other venues including but not limited to the Sheldon Hall Ballroom, Hewitt Hall Ballroom, and the Convocation Center/Arena Maintain an understanding of fire/venue safety and be able to respond to situations accordingly to ensure the overall safety of faculty, staff, students, and guests of our campus
• Maintain accurate event records in Event Management System (EMS) (reservation database), Google Drive, hard copies, and other designated formats Provide support for the Event Manager Staff when professional staff are not available Provide coverage at the Welcome Center, Hewitt Hall, Sheldon Hall and other campus venues when needed or requested by professional staff

Training and Development:

• Participate in Event Manager Staff training as scheduled by Professional Staff
• Understand the essential functions and expectations of the Event Manager Staff
• Participate in EMS training and gain an understanding of how to process event reservations In collaboration with CECS and SEL professional staff, assist with the coordination of event planning presentations, geared towards enhancing the student organization learning process when hosting events

Communication and Community Engagement:

• Represent CECS at campus-wide events (recruitment fairs, Admissions Events, etc) and collaborate with student organizations as requested Foster positive relationships with key stakeholders to enhance CECS outreach efforts to coordinate event logistics
• Communicate effectively with all team members, addressing concerns and fostering a positive work environment
• Assist in special projects, departmentally coordinated events and committees as assigned by supervisor and/or department professional staff

Campus Events and Conference Services Support:

• Coordinate and oversee mailroom operations for the Marano Campus Center and its constituents
• Assist and support Youth Compliance Training and the various tasks needed to ensure compliance with the SUNY-wide Child Protection Policy Assist and support the coordination of Break Transportation
• Organize, coordinate, and review the Event Manager's communication logs and the Marano Campus Center Lost & Found as needed
• Assist with maintaining the inventory of CECS resources used to support campus-wide events and establish a system of checks and balances to ensure that resources are being returned and are undamaged following events Attend staff meetings as schedule allows

Qualifications

• Full matriculation into a graduate program at SUNY Oswego
• Ability to work flexible hours, including nights and weekends
• Must maintain a 3.0 GPA
• Strong organization skills and attention to detail
• Strong written and verbal communication skills
• Ability to work collaboratively and adapt to a dynamic work environment
• Ability to use Microsoft Suite, Google Suite, and other software programs needed to support department initiatives
• Commitment to fostering a positive work environment

List any Learning Outcomes related to the GAs Academic Program:

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.

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 and event coordination.

Collaboration and Stakeholder Engagement:
Gain experience working collaboratively with internal and external partners for successful youth program and conference event execution.
Understand the importance of effective communication in a team-oriented work environment.

Youth Protection:
Develop understanding of the policies for protecting youth on campus and be able to train on those policies.
Gain experience processing confidential information.

Any restrictions to the type of student who would be eligible:
Ability to work flexible hours, including evening and weekends as needed. Ability to lift 45 pounds as needed. The Graduate Assistant must prioritize this position and therefore cannot hold another position that exceeds 10 hours per week. Any additional employment must not conflict with required evening and weekend hours for the position. The term of appointment runs from two weeks prior to the first day of classes in Fall 2025 to May 15, 2026, excluding academic breaks.

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.