"Event Assistant for University Commencements and Special Projects (30 hours/9 months)"

Position Summary

The Event Assistant assists with the management and development of Commencement ceremonies and Commencement-related events by performing the following duties and responsibilities while reflecting the Christian values of California Baptist University.

Essential Duties and Responsibilities

1. Assists director with planning and implementation of university commencement ceremonies and the logistics for the University Christmas production.
2. Updates calendars and other documents as instructed with key dates, ordering deadlines and events.
3. Assists with organizing commencement events lay-out, set up, and tear down.
4. Participates in jobs/tasks of commencement events and activities.
5. Assists with organization of regalia for graduate pick up and shipping.
6. Assists with keeping inventory of all commencement items and maintaining up to date inventory lists.
7. Assists with disseminating information to graduates regarding all commencement-related events.
8. Assists the Director with training staff for commencement-related events.
9. Assists with preparing materials for commencement related events. This may include stacking and sorting boxes; retrieving supplies such as containers, garment racks, storage boxes; assembling folders and clipboards; and printing signs and other materials.
10. Acts as a resource and liaison to members of the CBU community collaborating with appropriate campus departments through clear communication and regular interaction.
11. Answers department phone calls and emails servicing students and guests in a timely and professional manner; provides quality customer service to internal and external constituencies.
12. Maintains scheduled office hours, with the requirement of a flexible schedule of availability at night and on weekends.
13. Performs other duties that are specific to the University Commencement and Student Support offices.

Supervisory Responsibilities

This position could be responsible for assigning work and/or giving direction to part-time Student Workers.

Other Knowledge Skills and Abilities

• Demonstrated ability and willingness to live and uphold the University’s Christ-centered mission and values.
• A growing and dynamic Christian faith, which is naturally communicated with words and actions.
• Proficiency in Microsoft Office Suite and Outlook; ability to quickly learn software applications.
• Strong organizational skills and detail oriented.
• Ability to gather data, compile information, and prepare reports.
• Ability to coordinate and organize meetings.
• Excellent telephone courtesy, knowledge, and experience.
• Skilled at planning, developing and coordinating multiple projects.
• Ability to read and write Business English at a level appropriate to the duties of the position.
• Strong interpersonal and communication skills, and the ability to work effectively with a diverse faculty, staff, student body and the community.
• Ability to interpret, adapt, and apply guidelines and procedures.
• Ability to assign, supervise and train staff as needed at events.
• Ability to use independent judgment to manage, keep or impart confidential information as needed.
• Ability to resolve customer complaints and concerns.
• Ability to stand long hours with some physical demands preparing for, breaking down, or during Commencement-related events.
• Ability to work weekends or overtime for all events related to Commencement.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to stand, walk, and sit; and requires sufficient hand, arm, and finger dexterity to operate computer keyboard or other office equipment. Requires visual acuity to read words and numbers; and speaking and hearing ability sufficient to communicate in person or over the phone. Requires handling of average-weight objects up to 25 pounds, or standing, and/or walking for more than four (4) hours per day. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate. Work normally performed in a typical interior/office work environment, with minimal exposure to health or safety hazards.

Education and/or Experience

High school diploma or general education degree (GED) and one year of related experience and/or training; or equivalent combination of education and experience.