Job Description:
Coordinates and has direct responsibility for a program, project, event or program. Creates and implements administrative systems to manage area of responsibility. Serves as main source of information, effectively responding to inquiries from potential customers, participants, academic collaborators. Prepares and maintains records, reports, budget and plans. May maintain a web page, website, or program materials. Requires 2 to 3 years of related experience, excellent interpersonal and communication skills. Ability to work independently with minimal supervision and direction. Able to plan, prioritize, and track work. Basic or better proficiency on common office software.
Ideal candidate technical or soft skills:
• Must possess excellent organizational skills ability to successfully manage multiple assignments simultaneously and the ability to manage competing priorities.
• Working knowledge of audio-visual hardware, software applications, and related computer systems and programs such as Microsoft Office Word, Excel, PowerPoint and Outlook applications.
• Excellent written and verbal communication and interpersonal skills are required for supporting staff, students, and external stakeholders.
• May be asked to work evening hours and/or weekends or holidays as needed.
Position responsibilities:
• Answers Operations and events Help Desk/Emergency phone and provides information or redirects call(s) as necessary. POC for customer walk-ins and all shared emails.
• Coordinates work order database, including prioritizing, quality control, work assignment, high levels of customer service, and work order close-out.
o All requests for building services are received, processed, assigned, and closed out by the ops center.
o Runs work order reports to look at outstanding orders and follow up on status to complete close-out and aware manager reports.
• Works regularly with Room Reservations in the Event Management System (EMS), especially during peak times. Understand scheduling restrictions, policies, and procedures. Coordinates operational event needs with work orders on events and works closely with operations teams to ensure seamless events.
• Event Management meetings/walkthroughs as needed. Events-related signage, event diagram creation using Social Tables application.
• Wes Meeting Agenda—track large events, produce agenda each week, also attend the meeting
• Provides a range of administrative support to CPO's leadership and staff including, but not limited to word processing, PowerPoint creation, and document management; files and records management; processing contracts; preparing scheduled and ad hoc reports; scheduling rooms and meetings and processing financial transactions.
• Contributes to department goals by coordinating CPO alert emails, storage and event space audits, coordination of special projects, and general invoicing.