Human Resources

Title: Events Services Assistant
Classification: C4
Department: Student Life Office

Job Summary:
Coordinates all support services for campus community who sponsor special events which includes facility scheduling, food service, media services, and facility work orders.

Primary Duties & Global Responsibilities:  (Must be able to perform these duties; usually consist of more than 5% of your job.)

  • Assist Assistant Director in carrying out the events services operation responsibilities.
  • Responsible for specific projects/programs as assigned by the Director or Assistant Director which may involve planning and coordinating work, analyzing data, preparing reports, making recommendations and other duties associated with the successful completion of a project/program.
  • Performs clerical support for the Assistant Director and Director.
  • Compiles and logically formats statistical data and reports.
  • Maintain, process and manipulate data on a personal computer using word processing, database and spreadsheet software.
  • Assists with coordination of various events including special events and functions.
  • Edit correspondence, reports and materials for publication.
  • Develops, prepares, and/or composes responses to memos and correspondence requiring research, judgment and discretion; routinely writes, edits, and submits materials for internal/external communications.
  • Maintains and reviews a set of complex budgetary records by performing bookkeeping related duties such as reconciling, monitoring, making, and tracking expenditures, preparing budget statements regarding the status of accounts, making recommendations as to projected budgets.
  • Coordinate all clerical duties associated with staff searches.
  • Assist with the coordination of the operation of Kirkhof Student Center, Cook DeWitt Center and Box Office Service.
  • Utilize and maintain the event management system.
  • Assist with coordination of alcohol beverage services including ordering and inventory.
  • Send out evaluation and feedback requests following events.
  • Coordinates the work orders for food service, media service, campus police, and facilities services.
  • Prepare monthly billing statements for all media services.
  • Participate in event management systems users group.
  • Order all supplies needed for media services, alcohol beverages, tickets, etc.
  • Prepare billings for all services including media services, room rental, tax, alcohol, bartenders, etc.
  • Assist with coordination of wedding receptions and other community sponsored events.
  • Supervise student employees.
  • Other related duties as assigned.

Secondary Duties & Responsibilities:  (Must be able to perform these duties; usually consist of less than 5% of your job.)

  • May perform duties characteristic of lower-level clerical office classifications on a limited basis.
  • Assist other departments with viewing reservation system information.
  • Completion of budget reports at fiscal year end for accounting.
  • Assist campus community with implementation of services by handling complaints.
  • Coordinate scheduling of bartenders.
  • Prepare building use reports and other scheduling system reports.
  • Sell tickets for major events.
  • Reconciliation of all ticket sales.
  • Prepare cash box and tickets for alcohol sales.

Minimum Required Qualifications:

  • High school graduate.
  • Minimum of five years office experience in a position requiring demonstration of administrative and organizational skills.  Related college course work/degree may be considered in lieu of some of the experience requirement.
  • Demonstrated experience to successfully work under pressure and meet deadlines.
  • Demonstrated experience to successfully maintain positive interpersonal relationships.
  • Demonstrated experience to successfully perform clerical/secretarial duties such as type 60 wpm, spelling competency - minimum of 80% accuracy, operate office equipment and computer software, word processing, spreadsheets, databases, and graphics.
  • Demonstrated experience to successfully provide quality customer service.
  • Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
  • Possess strong verbal and written communication skills.
  • Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
  • Demonstrated experience to successfully coordinate large projects.
  • Demonstrated experience to successfully handle multiple demands efficiently.
  • Demonstrated experience in a supervisory capacity.
  • Demonstrated experience to successfully handle differing situations and problems in the work routine by exercising judgment based on established policies and procedures.

Desired Qualifications:

  • Bachelor's degree.
  • Higher education work experience.
  • Prior experience in conference services.

Supervision Received:
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence within given general assignments of responsibility.

Supervision Exercised:
Hire, train, supervise, schedule and coordinate the work of student employees and may act as lead worker to other COT staff members within the department/unit/division. May participate in personnel decisions such as hiring, terminating, disciplining and evaluating of COTs, but is not the decision maker.

Revised Date: May 2001 For questions regarding employment, email Human Resources Employment Information. TDD Callers: Call Michigan Relay Center 1-800-649-3777.