Events Administrative Coordinator

Hourly Salary: $21.63 to 24.04 (40 hours a week)

Special Instructions to Applicants : All interested applicants must attach a cover letter and a resume in the Supporting Documents section of the application in a PDF format . Please note that the applicant tracking system does not convert attachments in Word format successfully.

Summary

The Events Administrative Coordinator is a member of the Rice Business Operations team and reports to the Event Specialist II. This person provides administrative and operational support to the Events and Venue Management team. This person is responsible for monitoring and maintaining the Event Management System (EMS) for McNair Hall, which includes managing space reservations, acting as the main point of contact for internal customers, and responds to day-to-day room requests, and assisting with administrative duties, including but not limited to processing invoices, running EMS queries, communicating with facilities teams and other departments within McNair, and managing projects assigned by the Event Specialist II. As a member of a small team, s/he provides support to the events support specialist with duties within the Events and Venue Management team which includes attending events both during the workday and evening / weekends when needed to assist with event logistics including but not limited to room set-up, and room tear down.

Essential Functions

• Main EMS Administrator for McNair Hall, Customer Interface, Meeting Space Reservations
• Responds to room requests via EMS within 48 hours and communicated decisions to requesting staff members
• Oversees the management of McNair room reservations via EMS
• Create weekly Events’ Notice and Weekly Reservation communications to overview event and room reservations for the upcoming
• Run queries to and gather EMS data for the Event and Venue Management team use
• Process invoices and submit to accounting department for payment
• Support event specialist I with IDT, expense transfers, p-card coding, and external invoice creation
• Participates in meetings on supervisor’s behalf, as needed
• Performs other duties as assigned

Additional Duties

• Assist event support specialist with event operations tasks (i.e. order décor, room set-up, room tear down, vendor communications, onsite problem resolution)
• Manage student meal operations; owning the project in its entirety by researching vendors within price range, scheduling meals, updating meal counts and locations, processing invoices for payment
• Work directly with Accounting Assistant II to create Purchase Orders for department invoice processing
• Organize meal counts with on campus student meal vendors
• Communicate changes to the Event Notice or Weekly Reservations to Jones School staff

Requirements

• HS Diploma or equivalent
• 5 years of experience in an administrative office or events support setting
  • In lieu of the experience requirement, additional related education, above and beyond what is required, on an equivalent year for year basis may be substituted

Skills Required

• Ability to manage complex timelines and multiple projects at once
• Ability to work both independently and as part of a team
• Must be well organized and detail oriented
• Excellent verbal and written communication skills
• Excellent customer service and interpersonal skills
• Ability to prioritize and multi-task
• Advanced knowledge of Microsoft Office suite and other online documents

Skills Preferred

• Accounting or budgetary management experience
• Comfortable with technology and event management software systems

Rice University HR | Benefits: https://knowledgecafe.rice.edu/benefits

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Rice University is an Equal Opportunity Employer with commitment to diversity at all levels, and considers for employment qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability or protected veteran status.

Current Rice University COVID policies, which include vaccination, face mask, testing, gatherings, occupancy limits, and travel policies can be found here: https://coronavirus.rice.edu/policies