Operations Assistant, Corporate Engagement

RESUME AND COVER LETTER REQUIRED TO BE CONSIDERED FOR THIS POSITION

Deadline to Apply is January 30, 2025.

Salary: $19.24-$24.04/hour. Salary is dependent on experience and qualifications.

Position Summary         

Operations Assistant, Corporate Engagement

This position provides administrative services to the Corporate Engagement Operations team and is responsible for the timely coordination of assigned tasks.  The Operations Assistant, Corporate Engagement position works closely with both the Senior Operations Manager and Operations Coordinator, Corporate Engagement to add qualified prospect names into the account management database, fulfills select corporate engagements, updates event documentation and other special projects.  They will also provide excellent customer service and resolve customer issues in a timely and empathetic manner.  

Essential Duties and Responsibilities

Supervisory Responsibilities 

• None

Association Service and Support

• Represent EDUCAUSE in a professional manner at all times; engage with co-workers in a civil, caring, respectful way; and advance the mission and vision of EDUCAUSE
• (If required) Participate in EDUCAUSE events and activities as needed. 
• Duties, responsibilities and activities may change or new ones may be assigned at any time with or without notice

Advertising: 

• Fulfillment of Advertising engagements.  
• Provides advertisers with post marketing production pieces, and analytics.  

Events: 

• Assists with updating booth waitlist, contract management, contract changes and entries into various systems.  
• Confirms sponsor, Partner and/or exhibitor badge use and notices.  
• Collects Certificate of Insurance and Exhibitor Appointed Contractor forms and matches them up.
• Notates exhibitor orders from event vendors for coordination follow-up.
• Assists with follow-up to participating organizations to complete corporate directory for online conference guides.
• Assist with registration testing.
• Fulfills Partner level recognition within the exhibit management system.
• Connects corporate purchasers with fulfillment teams by sending email confirmations to purchasers and other EDUCAUSE fulfillment groups, such as presentations, lunch and learns, meeting suites, etc.

 Customer Success: 

• Assists as needed with metric/reporting needs for sold products
• Serves as liaison between the corporate team and internal stakeholders to make sure all parties have the information and resources needed to successfully fulfill sales agreements.
• Helps answer questions and resolve issues by connecting customers to the right person at EDUCAUSE.
• Provides excellent customer service for corporate inquiries and resolves customer issues in a timely and empathetic manner for all of the above.

General Duties: 

• Fulfills all Industry Insights Webinar engagements through handoff to the online production team.  
• Fulfills all demo day engagements through handoff to the online production team.  
• Creation of email distribution lists for other organizational departments.
• Processes promotional marketing piece inquiries from corporates as part of their benefit packages.
• Works with accounting to process cancellations and/or redirection of funds that come in for corporate engagement.  
• Creates invoices where needed.  
• Maintains inventory of corporate sales, sponsorships, advertising, and partner opportunities.
• Responsible for logging all corporate participation purchases of sponsorships, exhibits, presentations, displays, poster sessions and any other corporate engagement into matrix.
• Assists with event shopping cart set-up for online sales.
• Monitors and coordinates communications that come in through the FreshService ticketing system.  
• Assists with reviews and filing of corporate signage for accuracy and quality control for all meetings.
• Reviews and edits corporate content in all applicable engagements, such as marketing messages and email communications, and makes edits where necessary.
• Reviews outstanding balances within systems to make sure corporate opportunities have been paid.  
• On an as needed basis, assists with collections for outstanding invoices.

Supervision Received: 

• Receives general supervision and instruction from direct supervisor as necessary.

Qualifications

Education and Experience

• High school diploma or GED required.
• Bachelor’s degree in Communications, Hospitality Management or Restaurant and Hotel Management, Public Relations, or Business preferred
• A minimum of one year experience in trade show, meeting planning, or similar fields preferred

Knowledge, Skills, and Abilities

• The ability to be very detail oriented with exceptional organizational skills.    
• The ability to independently initiate, prioritize, and complete diverse tasks in an efficient, timely, well-organized manner with minimal supervision.  
• Must be flexible in accepting diverse assignments, willing to work in a team atmosphere, and be able to perform under the pressure of deadlines.
• Must show initiative and collaboration to improve department processes.
• Proficiency in software packages such as Microsoft Word, Outlook, Excel; experience or knowledge in databases such as a2z/Cvent/Maritz/netForum, proficiency with the navigation and use of the Internet.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.

Remote Work Requirements

• Scheduled working hours either in the employee’s time zone or EDUCAUSE core working hours to be determined with the supervisor.
• Be available and responsive during scheduled work hours.
• Any time off or overtime (non-exempt employees) must be pre arranged according to department guidelines and consistent with the rules applicable to employment (e.g., vacation, sick, personal, leave of absence).

Travel Requirements: 

• 2%

Total Compensation:

EDUCAUSE not only offers meaningful work and dedicated colleagues; we also have a robust benefit package that includes:

• Medical, Dental, and Vision
• 2-for-1 employer match to your 403(b) retirement plan; up to 10% of your base salary
• Employer-paid Life and AD&D, Short‐Term Disability, and Long‐Term Disability
• 25 days of vacation and 6 days of personal time annually
• 9 paid holidays
• One week of paid time off when offices are closed between Christmas and New Year’s Day
• 36-hour work week (without any reduction in pay) amounting to 26 additional days of paid time off each year
• Employee Assistance Program (EAP)
• Emergency Travel Assistance
• Professional development assistance
• Monthly connectivity reimbursement

EEO Statement

EDUCAUSE is committed to an inclusive workplace and is proud to be an equal opportunity employer. EDUCAUSE provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

EDUCAUSE recognizes that the unique backgrounds, talents, skills, and contributions of every individual improve and enhance the quality of the association. Creating an environment of inclusion is an EDUCAUSE organizational goal, which includes, but is not limited to:

• Treating everyone with dignity, respect, and fairness
• Providing insights and input as a work contributor
• Listening to and acknowledging others' contributions
• Contributing to an open and welcoming environment across demographic categories and physical locations
• Meeting others at their point of need to advance organizational achievement
• For supervisors, ensuring everyone's input is heard and considered”