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Coordinator of Auxiliary & Conference Servcices

Employer
Notre Dame of Maryland University
Location
Maryland, United States
Salary
Salary Not specified
Date posted
Sep 3, 2021
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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