Special Events Administrative Assistant

The Special Events Administrative Assistant will handle clerical work and assisting with staffing special events.

Common Knowledge/Skills/Abilities: Demonstrate oral and written communication skills and able to communicate in a clear and concise manner. Possess professionalism and ability to work independently or in a team environment. Demonstrate flexibility, creativity, and attention to detail. Adaptable to performing under stress when confronted with emergency, unusual, or dangerous situations. Knowledge of or the ability to learn modern law enforcement techniques and procedures.

Job Related Minimum Required Education and Experience:

• Requires a bachelor’s degree in a job related field and 1 or more years of job related experience, which may be substituted by an equivalent combination of job related certification, training, education, and/or experience.

Preferred Qualifications:

• A bachelor’s degree and 2 years or more of job related experience.

Knowledge/Skills/Abilities:

• Must demonstrate excellent oral and written communication skills and be able to communicate in a clear and concise manner.
• Must possess a high level of professionalism and ability to work independently or in a team environment.
• Must demonstrate flexibility, creativity, and attention to detail.
• Must have a strong operational knowledge of Microsoft Office software.

Job Duty: Assists in developing procedures and documents for special events. Serves as the point of contact to receive requests for law enforcement and security staffing at special events. Attends meetings as directed with various university departments and groups to plan for law enforcement presence at events.
Essential Function: Yes
Percentage of Time: 20

Job Duty: Assists with facilitating meetings and organizing meeting logistics to include scheduling meetings, reserving meeting rooms and other resources, preparing meeting minutes, and other communications required. Communicates to project team members and those responsible for special event planning and scheduling. Coordinates schedules, information and logistics management.
Essential Function: Yes
Percentage of Time: 20

Job Duty: Assists with the development of databases, queries, and report for law enforcement involvement with special events. Maintains any software related to special events management or scheduling. Ensures proper coding and data entry into those databases or software packages. Records information on special events for historical reference (i.e. staffing, hours, cost, and other various details about the event).
Essential Function: Yes
Percentage of Time: 20

Job Duty: Assists with researching new policies, procedures, and best practices as it relates to law enforcement involvement with special events. Develops standardized procedures for each event so officers and event personnel receive information on expected requirements / performance / success criteria for each position or post. Assists and communicates with the officer in charge of each event so they are aware of staffing levels and event specific requirements or special exceptions.
Essential Function: Yes
Percentage of Time: 20

Job Duty: Collects, prepares, and assists in the information flow of hours worked for time entry and billing purposes. Conducts basis analysis, compiles statistics, and prepares required reports for dual and special events. Tracks, updates, and maintains project requirements, documents issues, and supports all other project deliverables.
Essential Function: Yes
Percentage of Time: 20