Coordinator of Auxiliary & Conference Servcices
- Employer
- Notre Dame of Maryland University
- Location
- Maryland, United States
- Salary
- Salary Not specified
- Date posted
- Sep 3, 2021
View more
- Position Type
- Administrative, Business & Administrative Affairs, Conference & Special Event Administration
- Employment Level
- Administrative
- Employment Type
- Full Time
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Position is administrative and event
coordination support for the Auxiliary & Conference Services
team. Event related responsibilities include, but are not limited
to, overseeing event scheduling system, checking set ups for
on-campus events and setting up any audio-visual needs for meetings
and events. Administrative responsibilities include, but are not
limited to, credit card reconciliation and managing invoices for
department, ordering of supplies and managing inventory of
audio-visual supplies and camp supplies. Position also supports
auxiliary enterprise operations on campus, including coordinating
tech support calls for printers on campus, managing our print
software PaperCut, communicating with vending vendor for refills
and visits, and supporting mailroom and document center
operations.
Essential functions will include:
Oversees incoming 25Live requests;
Assist in receiving and confirming room reservation requests,
through 25Live, for internal events as needed. Provides resource
information to those planning events, to ensure proper procedure.
Before approving room reservation requests, reviews the
availability of the requested room by looking at events scheduled
before and after the specific request. Relays important
information, including any fixed setups in a particular room, and
builds in sufficient time to complete event setups.
Academic schedule imports; Works with
the Registrar’s Office in class import and managing conflicts.
Inputs and updates all class schedules for non-academic programs
(Renaissance Institute and ELI) into the reservation system to
provide an accurate facility use calendar.
Maintains external event revenue
worksheet; tracking payments and revenue throughout the year.
Attends weekly events planning
meeting; provides direction and feedback to ensure that necessary
equipment and resources are appropriately allocated.
Checks room set ups and sets up audio
visual needs for on campus events, with support from Assistant
Director of Auxiliary Services.
Manages all AV support requests for
events through the use of 25Live and other scheduling systems.
Position is responsible for approving event requests with AV needs
and for processing inquiries from internal contacts.
Supports NDMU’s conferencing systems.
Supports Zoom, Skype, and GoToMeeting as current campus standards
for web conferencing. Encourages continued reliance on Skype for
Business wherever possible to ensure interoperability among other
systems.
Provides testing, training, and
support in the use of audio/visual equipment:, mixers and
microphones, podiums, , projectors, monitors, and University
digital signage. Reports equipment problems to IT, using the Help
Desk Management tool.
Provides occasional onsite support
for large internally hosted events, and occasional external event
rentals when needed.
Processes event payments, invoices
and credit card reconciliation for department.
Maintains inventories for Conference
Services audio visual equipment, Camp Notre Dame supplies and event
set up resources. Orders supplies as needed.
Submits service calls to printing
vendor, Centric, when onsite support is needed for printers around
campus.
Communicates with vending vendor for
refilling machines around campus and scheduling visits.
Manages PaperCut software, our print
software on campus
Assists in managing Blackboard
software, to help support Dining operations as it relates to flex
dollar purchases and meal plans.
Job Qualifications
Knowledge: Knowledge of general
office procedures. Bachelor’s degree required.
Experience: Minimum of two
years experience required. Experience in event, hotel or
conference planning or administrative office support experience
preferred. Experience with 25Live, Papercut, Blackboard and/or
Transact systems a plus.
Skills/Aptitude: Excellent
customer service skills. Excellent written and oral
communication skills required. Successful candidate will be
detail oriented and be able to demonstrate strong organizational
skills. Must be professional, with an ability to adapt and
keep pace with changing workload demands. Experience in
Microsoft Office and R25 preferred, but training is available.
A basic understanding of IT equipment, including set up.
Ability to work independently.
Working
Conditions: Flexible schedule. The
ability to work weekends and evening hours is essential.
Physical Requirements: Must be
able to stand for prolonged periods of time and lift at least 30
pounds
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