Administrative & Event Support Assistant

Posting Details

Position Information

Position Title

Administrative & Event Support Assistant

Position Type

Staff

Job Number

SA2552122

Full or Part Time

Full Time

Employee Status

Regular

Posting Date

04/29/2022

Position Summary Information

Job Description Summary

The Administrative & Event Support Assistant supports and coordinates the department of Event Operations overall administrative functions and works closely with the department head providing assistance in all administrative areas such as purchasing, scheduling, note taking, reporting, responding to email/phone inquiries, and office upkeep. This position is also responsible for assisting at events (involving some nights and weekends) and being able to help patrons and event organizers with requests.

Responsibilities

Perform a variety of routine to complex administrative duties that require a range of skills and knowledge of organizational policies and procedures.

• Provide clerical and administrative support to the VP of Event Operations including scheduling, email follow-up, document creation, proofing, photocopying, and other administrative tasks.
• Assist the VP and AVP in overseeing the department’s front office areas, including ensuring professional appearance, ordering and maintaining proper office supplies, submitting facilities requests, following up on outstanding requests, and keeping order to the office.
• Monitor general office emails and phone lines, responding and forwarding messages as appropriate. Respond to internal and external requests for information about the department or University policies in a timely manner, providing excellent customer service
• Provide phone and in-person coverage of ticket office assisting patrons with calls and in person ticket reservation requests.
• Process orders for ticket transactions in the office and at events.
• Work events when needed providing ticketing or other event support including evening and weekend shifts.
• Assist with the University’s Scheduling system 25Live, including data entry and processing requests
• Schedule meetings and coordinate logistics for equipment, catering, room reservation, etc.
• Provide reports to VP and AVP as needed generated from 25Live, AudienceView, or elsewhere.
• Assist Ticketing Services Manager and others with schedule creation ensuring adequate staffing at all events and during open office hours. Monitor and approve time off requests and trades.
• Collect and distribute mail, prepare and track check requests, purchase orders, expense reports and other university forms or documents
• Maintain and modify the department’s website including content, graphical and multimedia displays and communications. Test, maintain and ensure functionality of links on both department website and tickets.chapman.edu.
• Other duties as assigned.

Required Qualifications

• Bachelor’s degree or equivalent education or experience related to the duties and responsibilities specified
• A minimum of two years related experience in providing administrative support to professional staff
• Strong attention to detail and accuracy
• Strong commitment to teamwork and service
• Excellent interpersonal skills with diverse groups and individuals at all organizational levels, both inside and outside of the University
• Proven skills to organize, coordinate and execute logistics for scheduling, meetings and special events, including facilities, media services and catering
• Basic accounting skills to complete basic financial forms and reconcile expense reports
• Strong written communication skills to prepare clear, concise, and grammatically correct business correspondence, including solid editing and proofreading skills
• Strong problem solving and analytical skills, including the ability to formulate and communicate logical conclusions and recommendations
• Ability to prioritize work duties when faced with interruptions, distractions and fluctuating workload
• Time management and organizational skills. This includes the ability to work on several tasks during the same time period, the ability to prioritize responsibilities, the ability to respond to shifting responsibilities, and the ability to complete assigned duties in a timely manner.
• Ability to exercise good judgment and accomplish tasks in a timely manner
• Computer skills to use word processing, spreadsheet, presentation, internet and electronic mail preferably of Microsoft Office applications
• Technical skills to learn to use enterprise software systems needed for the position
• Ability to use tact, diplomacy and maintain a high level of confidentiality
• Ability to read and interpret policies
• Ability to use standard office equipment

Desired Qualifications

• Experience in a higher education institution.
• Basic web design and HTML skills

Special Instructions to Applicants

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis. Chapman University does not sponsor applicants for Staff and Administrator positions for work visas.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening, credit check, and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Minimum Number of References

Maximum Number of References

Pre-screening Questions

Required fields are indicated with an asterisk (*).

1. Please explain your interest in this position.
   
   (Open Ended Question)
   
   
2. Please explain your relevant experience.
   
   (Open Ended Question)
   
   
3. Please explain your administrative skills including any specific software/technical proficiencies that make you well qualified for this position.
   
   (Open Ended Question)
   
   

Applicant Documents
Required Documents

1. Resume
2. Cover Letter

Optional Documents