Program Assistant, Elon University Charlotte

Elon University • Charlotte, NC

2d • Onsite

About The Position

This Program Assistant supports the work of National Campus Programs which is housed under University Advancement and External Affairs. This position helps support the Boldly Elon strategic plan. The Elon University Charlotte Campus is seeking qualified candidates for the role of Program Assistant. This role is responsible for providing administrative support and assistance with the daily operations and vendor management of the Elon Charlotte Campus and serves as liaison with vendors and students/staff/faculty to address building maintenance, event, and access needs. The role provides program event support for the undergraduate and graduate programs housed at the campus. This position is located at the Elon Charlotte Campus in South End (330 W. Tremont Ave). This is a fully-in-person position with occasional evening work required. This person reports to the Director of Elon Charlotte.

Requirements

• Bachelor's Degree.
• Event planning experience and experience working with multiple vendors
• Operational excellence; experience managing budgets, resources, facilities, and logistics
• General knowledge of daily operations tied into the management of a multipurpose facility
• Strong knowledge of general office practices and procedures
• Ability to organize workflow and coordinate many activities at once
• Ability to demonstrate effective communication skills, both verbal and written to a broad audience of students, faculty, staff, administrators, vendors, and university guests
• Ability to build alliances and partnerships with internal and external organizations.
• Ability to problem-solve, balance competing priorities, and maintain organization
• Proficiency in Microsoft Office
• Ability to stay calm in high-stress situations; agile and flexible

Nice To Haves

• Experience in higher education working collaboratively with faculty, staff, and campus partners
• Customer service experience

Responsibilities

• Communicate with various partners to ensure the building operates smoothly: a. Property management regarding any issues with the facility b. Elon Phoenix Card office and Campus Safety to secure and unlock entrances and elevator for guests and events c. Elon Campus Safety & Police and onsite security personnel regarding safety and security cameras d. Cleaning company and Elon Director of Environmental Services to maintain clean environment and stock of supplies e. Elon Charlotte Technology Support Technician for network and equipment operations and needs f. HVAC company to schedule maintenance and repairs g. Elon Facilities Management department to coordinate utilities h. Planning, Design, and Construction team to coordinate renovations and modifications to the space i. Ensure invoices are received, filed, and appropriately forwarded for payment; allocate purchases in Works including the Director of Elon Charlotte Director purchases j. Handle all student, faculty and staff parking processes; work with ParkMobile, Preferred Parking, Elon University parking, and future vendors to ensure smooth processes k. Test AED and fire extinguishers monthly l. Monitor printers/copiers and replace toner as needed; work with Canon on printer needs and ordering items m. Maintain office, classroom, pantry, and refrigerator supplies; restock first aid and menstrual products n. Additional vendors servicing the campus as needed
• Maintain Elon Charlotte campus calendar a. Communicate with the Director of Elon Charlotte, Staff Director of Elon Law Flex Program, Physician Assistant Program Assistant, and additional appropriate staff for each program to integrate all class schedules and events into one building calendar using Colleague and Phoenix Spaces b. Develop and implement processes for reserving and renting (external parties) space consistent with Elon policies and procedures
• Help plan and execute all events held at the Charlotte Campus for undergraduate and graduate programs and for the entire Elon community (guest speakers, open houses, admissions events, alumni events, etc.). Coordinate with university partners, including Academic Affairs, Student Life, Admissions, University Advancement, Alumni Engagement, Student Professional Development Center and others who are interested in hosting an event at the Elon Charlotte campus. a. Confirm availability and reserve space in Phoenix Spaces b. Share local contacts (catering, florist, etc.) and knowledge of the space layout and processes with staff who will be working the event c. Assist staff in coordinating with caterers and rental companies on contracts, logistics, and payment d. Meet vendors before, during, and after an event e. Ensure space is prepared for an event (move furniture, unlock doors, adjust cleaning schedule, notify current students, etc.) f. Ensure adequate parking is identified and communicated to university partners and guests g. Be onsite and available during the event when appropriate h. Contribute to the advertising and marketing of events held at Elon Charlotte by posting on LinkedIn
• Serve as the initial point of contact for visitors to the Elon Charlotte Campus
• Greet all visitors whether in person or by telephone; provide information to prospective students and direct attendees for campus-based activities and events
• Give building tours to visitors and prospective students
• Maintain organization of first-floor space e. Accept and distribute all mail and package deliveries
• Submit Queen City Internship Grant forms to the accounting department each spring to early fall
• Provide support for National Campus Programs initiatives working closely with the director of NCP and director of Elon Charlotte
• Community is foundational to Elon and a shared responsibility within our residential campus. All who work at Elon should demonstrate an understanding of and engagement with Elon’s foundational commitment to relationships, mentoring and collaboration in a close-knit residential community. We embrace the shared responsibility to foster inclusive excellence within a strong residential community. Accordingly, employees are expected to join together and build connections in activities that foster an active and engaged campus environment and engage in professional development to support the shared responsibility of enriching diversity, equity, and inclusion through meaningful relationships and mentoring at Elon. The program assistant is encouraged to attend or participate in campus activities such as College Coffee, group lunches, and celebratory events. The program assistant can remotely connect to continuing education, professional development opportunities and trainings, employee resource groups and other university-sponsored activities to demonstrate an active commitment to the Elon community throughout the year.

Benefits

• 28 annual days off, including holidays and vacation.
• Immediate tuition remission for undergraduate courses
• Tuition remission for approved graduate-level courses after 12 months of employment.
• Retirement plan with an 8 percent contribution from the university.
• Immediate eligibility for health, dental and vision insurance, along with free acute care and lab services at our onsite Health & Wellness Clinic.
• Free use of campus fitness facilities.
• Free admission to musical and theater performances, guest speakers, religious and ethnic observances, recitals, art exhibitions, entertainment and our Division I Phoenix athletics.
• Eligibility for tuition remission at Elon for spouses, qualifying domestic partners and dependents begins at two years of service. After two years of employment, eligibility begins for participation in the Tuition Exchange, a national scholarship exchange program that enables dependents to enroll in nationally recognized partner colleges and universities.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level