Senior Specialist, Student Life Operations and Events, Office of Student Life

Reports to: Senior Manager, SL Events Management

Purpose: The job holder works closely with the Office of Student Life’s (OSL) senior manager for events management. He/she will be responsible for all kinds of logistics related to the student life area events and activities, support the student organizations to execute their calendar of events and manage all office Led program events, and the social media channels for the office of student life. In addition, will act as a coordinator between student organization and all The American University in Cairo’s (AUC) offices to ensure smooth workflow when preparing for events as well as support in the planning and execution of OSL office led events both small and large-scale events and ensuring that they are up to the standards of the university and that they comply with the rules and regulations that ensure the safety of the students.

Responsibilities:

Student Organizations’ Event Management

• Manage all student organizations’ operational requests via AUC connect
• Manage venue, classroom, student lounge, promotional spaces reservations on the AD ASTRA system according to availability after approval of student life advisor
• Manage all classrooms reservations and security clearances
• Manage reservations of promotional space and bridges for student organizations
• Coordinate with food services for food and catering requests
• Manage all events logistics and preparations under the supervision of the senior manager
• Handle event preparations before the event within flexible working hours
• Liaise efficiently with external authorities/different departments in conducting student events such as Academic and Campus Technologies Support (ACTSS), security event management, transportation, facilities and operations for relevant services and technical support
• Create end of year report with all kinds of reservations and student activities
• Assist the senior manager with communicating, liaising, negotiating and consulting with a broad range of stakeholders and clients regarding all student activities
• Plan and organize meetings with all offices to ensure smooth workflow and preparations for events
• Assist in conducting training for students as well as club leaders and representatives, with the help of external training organizations
• Design office filing systems for the unit, handle office records and compile information provided by staff and students and organize it in the form of reports
• Assist in communicating OSL rules, policies and procedures to all students
• Assist in updating the student events management manual and communicating it to the students

Support in all Office Led Programs Events

• Assist the senior manager in creating the OSL year-long events calendar and in the event coordinators’ program administrative tasks.
• Manage all logistics related to the First-Year Program, Life Mentorship Program and other OSL programs’ events and trainings
• Assist the senior manager in the budgeting of the office led events
• Advise the senior manager on the processes and best practices in event management
• Send briefs and requests vendors for photography and videography
• Manage on the day operations and execution of the events
• Prepare an end of year report with all office led activities
• Work closely with the senior manager on properly preparing event’s agendas, events logistics, catering, transportation, venue decoration, guest lists, invitations, programs, registrations, printed materials

Booth Management

• Manage the standard and fabricated booth requests with facilities and University architect
• Schedule a booth assignment annual meeting and prepare final schedules

Other Responsibilities

• Manage OSL lounge reservations, schedule and maintenance requests
• Manage all car pool requests for OSL team
• Support chaperoning trips and supervising student out of campus activities
• Manage OSL generic email and respond to all inquiries after consultation with senior director of student life
• Prepare weekly reports to manage promotional space on campus
• Support the senior manager in managing the OSL social media platforms and creating a social media calendar with the monthly activities and events
• Conduct continuous research about professional development opportunities to OSL staff
• Conduct research related to development program for students
• Assist in preparing proposals for development programs
• Perform any other additional duties as assigned

Requirements:

Minimum Education Requirements:

• Bachelor’s degree is required

Experience:

• A minimum of 5-7 years of experience including 4 years in managing events preferably in an academic setting

Skills:

• Strong communication skills, high level of oral and written communication in both English and Arabic language
• Must be empowered and have the authority to make decisions based on experience, background and observations
• Ability to lead students
• Ability to communicate and follow University policies and procedures
• Ability to manage stakeholders and respond to their needs
• Performing effectively and efficiently under pressure
• Ability to multi-task
• Ability to work flexible hours such as night shifts as needed
• High ability to work effectively with a wide range of constituencies in a diverse community
• Graphic design experience is an asset

This position is open until October 6, 2022

Placement is based on the candidate’s experience and skills. Only candidates who make it to the short list will be contacted.

“The American University in Cairo is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Individuals with disabilities are encouraged to apply.”

“We thank all individuals who have expressed interest in working at The American University in Cairo.”