Events Services Assistant
Job Title: Events Services Assistant
Classification: C4
Department: Student Life & Events Services
Updated: January 2019
Job Summary
Coordinates all support services for campus community who sponsor special events which include facility scheduling, food service, media services, and facility work orders.
Essential Functions
- 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.
- Complies 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.
- Reviews and edit correspondence, reports and materials for publication.
- Prepares materials for internal/external communication.
- 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.
- Assist with the coordination of the operation of Kirkhof Student Center, Cook DeWitt Center and Box Office Service.
- Utilize the event management system (EMS).
- Assist with event assessment and event follow-up with clients.
- Completes 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.
- Assist with ordering supplies and equipment needed for media services.
- Prepare billings for all services including media services, room rental, tax, alcohol, bartenders, etc.
- Assist with wedding receptions and other community sponsored events.
- Supervise student employees.
- Other duties as assigned.
Non-Essential Functions
- May perform duties characteristic of lower-level clerical office classifications on a limited basis.
- Assist other departments with viewing reservation system information.
- Assist with budget reports at fiscal year-end for accounting.
- Prepare building use reports and other scheduling system reports.
- Sell tickets for major events.
- Assist with alcohol beverage services including ordering, deliveries, and inventory control.
- Reconciliation of all ticket sales.
- Prepare cash box and tickets for alcohol sales.
- Assists with clerical duties associated with staff searches.
Required Qualifications
- High school graduate or equivalent.
- Minimum of four years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Demonstrated experience to successfully work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain positive interpersonal relationships.
- Typing and spelling competency.
- 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 use a variety of computer software applications.
- 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 to successfully organize and prioritize workload.
- Demonstrated experience to successfully handle differing situations and problems in the work routine by exercising judgement.
Preferred 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 and apply appropriate policies and procedures within the assigned area of responsibility.
Supervision Exercised
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Physical Demands
- To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.