administrative & event assistant - Orange, CA, United States - Chapman University

Chapman University Orange, CA, United States

1 week ago

Description

Posting Details

Position Information

Position Title
Administrative & Event Assistant

Position Type
Regular

Job Number
SA25924

Full or Part Time
Full-Time 40 Hours Weekly

Fair Labor Standard Act Classification
Non-Exempt

Anticipated Pay Range
$54,000 - $58,000

Pay Range Information

Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate's qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

Position Summary Information

Job Description Summary

The Administrative & Event Support Assistant supports and coordinates the department of Event Operations overall administrative functions and works closely with the department head providing assistance in all administrative areas such as purchasing, scheduling, note taking, reporting, responding to email/phone inquiries, and office upkeep. This position is also responsible for assisting at events (involving some nights and weekends) and being able to help patrons and event organizers with requests.

Responsibilities

Perform a variety of routine to complex administrative duties that require a range of skills and knowledge of organizational policies and procedures.

Provide clerical and administrative support to the VP of Event Operations including
o Scheduling and calendar management
o email follow-up,
o document creation,
o reporting and metric tracking,
o purchasing card reconciliation,
o creating, submitting, and tracking purchase orders, following up on approvals as necessary,
o proofing copy,
o photocopying,
o note-taking during meetings,
o creating documentation where needed,
o collection and distribution of mail,
o completion of university forms as needed,
o coordination with vendors, suppliers, and contractors,
o and other administrative tasks.
Assist the VP in overseeing the department's front office areas, including
o ensuring professional appearance,
o tracking inventory, ordering, and maintaining proper office supplies,
o submitting facilities requests,
o following up on outstanding requests,
o and keeping general order to the office.
Work events when needed providing ticketing or other event support including evening and weekend shifts.
Monitor general office emails and phone lines, responding and forwarding messages as appropriate. Respond to internal and external requests for information about the department or University policies in a timely manner, providing excellent customer service
Provide phone and in-person coverage of ticket office assisting patrons with calls and in person ticket reservation requests.
Process orders for ticket transactions in the office and at events.
Assist with the University's Scheduling system 25Live, including data entry and processing requests
Schedule meetings and coordinate logistics for equipment, catering, room reservation, etc.
Provide reports and event details to VP as needed generated from 25Live, AudienceView, or elsewhere.
Maintain and modify the department's website including content, graphical and multimedia displays and communications offering improvement suggestions where applicable.
Assist with tasks related to the upkeep of and
Other duties as assigned.

Required Qualifications

Bachelor's degree or equivalent education or experience related to the duties and responsibilities specified
A minimum of two years related experience in providing administrative support to professional staff
Strong attention to detail and accuracy
Strong commitment to teamwork and service
Excellent interpersonal skills with diverse groups and individuals at all organizational levels, both inside and outside of the University
Proven skills to organize, coordinate and execute logistics for scheduling, meetings and special events, including facilities, media services and catering
Basic accounting skills to complete basic financial forms and reconcile expense reports
Strong written communication skills to prepare clear, concise, and grammatically correct business correspondence, including solid editing and proofreading skills
Strong problem solving and analytical skills, including the ability to formulate and communicate logical conclusions and recommendations
Ability to prioritize work duties when faced with interruptions, distractions and fluctuating workload
Time management and organizational skills. This includes the ability to work on several tasks during the same time period, the ability to prioritize responsibilities, the ability to respond to shifting responsibilities, and the ability to complete assigned duties in a timely manner.
Ability to exercise good judgment and accomplish tasks in a timely manner
Computer skills to use word processing, spreadsheet, presentation, internet and electronic mail preferably of Microsoft Office applications
Technical skills to learn to use enterprise software systems needed for the position
Ability to use tact, diplomacy and maintain a high level of confidentiality
Ability to read and interpret policies
Ability to use standard office equipment

Desired Qualifications

Experience in a higher education institution.
Basic web design and HTML skills

Special Instructions to Applicants

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening, credit check, and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Minimum Number of References
3

Maximum Number of References
5

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