"Event & Office Operations Specialist"

Event & Office Operations Specialist

Provide administrative support to the Associate Vice President and the Director of Operations. This is a 10-month position assigned to the department during the academic year to support its ongoing programs and operations.

1. Utilize advanced computer skills to support departmental assessments and operations. Manage scheduling and administrative support for the Associate Vice President. Coordinate logistics and communications for campus-wide committees. Conduct industry research to identify and recommend system improvements. With approval, may implement approved systems and provide training to staff. (30%)
2. Support the Director of Operations with the accuracy, maintenance, and reconciliation of financial accounts, processing of payments, transmittal reports, billing, and data entry for the office. Manage office appointments and guest reception. (25%)
3. Assist the Director of Operations with the college's registration system, including collaborating with departmental planners to assess event needs, integrating appropriate waiver and risk mitigation protocols into attendee registration workflows, and generating timely, customized registration reports to ensure accurate and efficient event execution. Assist the Central Reservations Manager with the configuration, maintenance, and user support of the 25Live space scheduling system, including troubleshooting space reservation requests, ensuring the accuracy of event data, facilitating user training or guidance for campus stakeholders, and support reservation reporting and communication workflows to upload the integrity of the space management process. (25%)
4. Assist with event execution support for both Core and Institutional Advancement event projects, as well as special projects as needed. Provide on-site logistical support, coordinate vendor and facility needs, and ensure seamless communication among planning teams. (20%)

MARGINAL DUTIES:

1. Perform all other duties as may be required.

QUALIFICATIONS:

• High School education or equivalent.
• Three to five years of related experience or an equivalent combination of education and experience.
• Advanced working knowledge of Microsoft Office including Word, Excel, and database systems.
• Excellent organizational and communication skills.
• Ability to work independently and under deadline pressure and to prioritize assignments while juggling multiple tasks.
• Experience in a college or university setting is preferred.
• Some nights and weekends are required when needed.