Events Coordinator & Administrative Assistant - Career Services
Virginia Commonwealth University
Richmond, VA
Full-time
Administration / Clerical
Posted on April 9, 2024
Position Description:
Since its inception in 1996, the Virginia Commonwealth University College of Engineering has brought innovative, real-world engineering education to Central Virginia. Comprising five different departments plus the Dean's office, the College of Engineering enrolls more than 1,700 undergraduate and 250 graduate students in several degree programs supported by approximately 600 full-time, part-time, and student employees. As part of a premier research university known for tenacity, love of the city, and commitment to diversity and access, the College of Engineering values the significant and positive impact of our people and ideas in the promotion of regional and global prosperity involving research and life sciences.
The Career Services Team invites candidates to apply for the position of Events Coordinator/Administrative Assistant. This position is responsible for providing quality customer service to faculty, staff, students, and visitors in a timely and professional manner while ensuring efficiency. This position coordinates events, communicates all event details, develops comprehensive event plans and conducts purchasing by invoice and purchase card.
Specifically, duties include:
- Event Coordination for Engineering Career Services:
- Use Monday.com to develop and track detailed event plans to include room arrangement, location, event date and times, vendor details, and volunteer/staff details. Coordinate all logistics for events; work with vendors to purchase food, drinks, supplies, etc., before or by the deadline.
- Virtually meet with employer guests 1-2 weeks prior to their designated event date on campus. Act as a resource to employers by answering questions about the event, as well as specific questions about using Handshake for payment and other event processes.
- Coordinate and communicate all event details to employers or guests at least one week before the event. Details include parking arrangement, location and directions to room or building, a schedule for the day, and other necessary details as requested.
- Coordinate and ensure staffing of student workers or volunteers for all Career Services events, ensuring all events are staffed for setup and break down.
- Coordinate Career Fair tasks for ECS and execute assigned tasks in a timely manner. Update the Career Fair task sheet promptly to ensure that the team is always aware of completed and outstanding tasks.
- Administrative support:
- Maintain and organize office and event supplies. Track supply needs and order them in a timely manner to ensure sufficient supplies are available.
- Manage, according to VCU policy, the process for using and reconciling a university-issued purchasing card.
- Create invoices and receipts promptly. Report arrival of shipments. Manage and store the invoices and order forms electronically.
- Assist students and employers with the navigation of VCU Handshake
- Supervise and manage student employees and volunteers:
- Delegate tasks to student workers if possible
- Bachelor's degree in marketing, business, communications or another related field, or equivalent combination of education and/or experience.
- 2-3 years of experience in events, communications or hospitality.
- Demonstrated excellent customer service, interpersonal, oral and written communication skills.
- Requires experience with Microsoft Excel, MS Word, Zoom, Google Suite.
- Strong organizational skills, task completion and follow-up, with excellent communication skills.
- Administrative and interpersonal management skills and strong proofreading skills are critical.
- This position requires an individual who is comfortable interacting with students, all levels of university administration, and external customers.
- Must be team-oriented, while dealing with a wide range of people with flexibility and open-mindedness.
- Professional customer service experience is essential.
- Responsible, self-starter with the ability to handle sensitive/confidential matters with a friendly and professional tone is required.
- The College of Engineering at VCU champions diversity, equity, and inclusion in all that we do. Cultivating an ecosystem where differences are celebrated and our faculty, staff, and students have the opportunity to thrive is at the core of how we operate. The successful candidate will demonstrate experience that shows their commitment to fostering such an environment.
- Bachelor's degree preferred and previous experience in similar positions with a University would be highly desirable.
- Previous experience working with Monday.com, Handshake, Canva and Sign-up Genius.
FLSA Status: Non-Exempt
ORP Eligible: No
Job Title: Events Management Coordinator CM (12111-12113)
Salary Range: $45,000 - $55,000
Position Details:
Department:
Employment Type: UF - University Employee FT
Restricted Status: No
FTE: 1
Exemption Status: Non-Exempt
Contact Information:
Contact Name: Sierra Cloud
Contact Email: cloudse@vcu.edu
Contact Phone:
