JOB OPENING: Events Assistant (University of Minnesota Undergraduate)

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Review of applications will begin on Monday, September 30, 2024.

Job Code: 2226
Salary: $18.00/hour
Percent: 25% appointment (10 hours per week)
Start Date: Immediately through May 23, 2025 
Title: Events Assistant 
 

Job Description

The Institute for Advanced Study (IAS) seeks an Events Assistant (EA) that can help us manage various tasks related to the in-person experience for our public and internal events. The EA will provide support and report to the Programming Manager of the IAS. This position is a part-time role, requiring up to 10 hours per week. This position offers valuable hands-on experience and an opportunity to contribute to the enhancement of the quality of IAS events. We’re also interested in what skills you want to develop; we’re a supportive team and want to see you grow. 

Events at the IAS take two main forms: we host weekly internal work-in-progress seminars, and we host several events throughout the year including University-level public events in partnership with Northrop and the Offices of the President and Executive Vice President and Provost. Our events are all hosted at Northrop and focus on enabling interdisciplinary collaboration. In all our work, the IAS is focused on advocating for racial and social justice, strengthening community engagement, expanding international partnerships, and creating pathways for institutional transformation.

Duties Include

  • Work In Progress Seminars: weekly internal events held Tuesdays (11:00 a.m.–2:00 p.m.)
    • Connect IAS equipment to the room’s AV system in order to run a Zoom livestream. This includes at times connecting Owls or a webcam to the system being used. 
    • Set up chairs and tables if needed.
    • Communicate via email with the presenter ahead of time to set up a tech check prior to their presentation. 
    • Help set up any audiovisual materials the presenter will be using.
    • Be available throughout the seminar in case of any issues with the presentation. 
    • Help run a microphone during the Q & A portion of the presentation.
       
  • Public events: 
    • Support Programming manager in stage management duties at regularly scheduled in-person IAS events as assigned (IAS (In)Justice Series, Spotlight Series, Thinking Spatially, co-sponsored events). 
    • Duties include: set up water cups and pitchers for all speakers, assist speakers as needed, time-keep between sessions, run a microphone during Q & A session (if applicable). 
       
  • Other
    • Participate in team meetings as needed and engage with IAS staff and community. 
    • Registration assistance at events (if applicable). 
    • Assistance in packing and organizing event supplies for in-person events (if applicable). 
    • Other duties and projects as assigned

Qualifications Required

  • Strong organizational skills and attention to detail.
  • Excellent written, oral, and interpersonal communication skills.
  • Demonstrated ability to work independently and take initiative.
  • Commitment to providing excellent and comprehensive customer service. 
  • Demonstrated flexibility and agility in changing priorities, especially on event days.
  • Willingness to problem-solve and participate during in-person events.
  • Proficiency in Google Workspace, Microsoft Office, and Zoom hosting.
  • Experience with classroom technology and AV systems.
  • Be supportive of the priorities and mission of the Institute for Advanced Study
  • To be eligible for this position you must be an undergraduate student at the University of Minnesota enrolled in the minimum number of credits required to be eligible for student employment.

Qualifications Preferred

  • Demonstrated experience with Google Workspace, Microsoft Office, and Zoom hosting.
  • Ability to lift and carry up to 20 lbs.
  • Minimum of 1 years’ experience 
  • Work Study eligible 

Working Conditions

Up to 10 hours/week during the academic year (minimum 3 hours). Non-negotiable in-person weekly availability Tuesdays (11:00 a.m.–2:00 p.m.). Flexible in-person availability on select mornings and afternoons (5-8 per semester) to support scheduled events, with the majority being on Wednesdays (2:00 p.m.-5:00 p.m.). The role will be performed in-person at Northrop. 

Northrop and IAS offices and meeting spaces are accessible and the building has both accessible gendered and private gender-inclusive restrooms throughout.

Application Instructions

Please send a cover letter and resume to [email protected] with the subject line “Events Assistant position - [Your Name].” Review of applications will begin on Monday, September 30, 2024.

 

About the IAS


The Institute for Advanced Study is a systemwide unit of the Office of the Executive Vice President and Provost at the University of Minnesota. We invest in people and incubate projects, build interdisciplinary networks across the University and beyond, advance critical conversations, and are committed to building a just University together. ias.umn.edu

 

 

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