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Radford University · 3 weeks ago

Special Events Coordinator and Executive Administrative Assistant (Part-Time)

Radford, VA

Part-time

Onsite

Mid Level

$18.27/hr - $18.27/hr

Radford University is seeking a Special Events Coordinator and Executive Administrative Assistant to support the Dean and Associate Dean. The role involves coordinating special events, managing budgets, and ensuring smooth operations for various university programs and receptions.

EducationHigher EducationUniversities

No H1B

Responsibilities

Assist in coordinating University Performance Series events, Governor's School Programs, Art Society Receptions, Heart to Art fund-raising events, commencement receptions, specific fund-raising with outside entities, and other special events

Review of Performance Contracts for the performance series events; review contracts, purchasing, catering, facilities, advertising, A/V, sound, printing, venue reservations, parking, security, and more

Secure venues for all events

Reconcile performance budgets after each event

Work closely with the Associate Dean and manager of Performance Services and the group's Tour Manager to ensure the technical riders for the performers' contracted stage needs are met

Coordinate arrangements for Arts Society receptions (catering, parking, invites, etc.)

Communicate with Arts Society members for special requests

Make arrangements and set-up the performer's hospitality table

Train and schedule student assistants for each event

Prepare and record Student Survey results after each event

Oversee budget management and financial transactions for the Office of the Dean and monitor departmental budgets under the Dean's reporting structure

Manage University Performance Series budget

Process accounts payable, accounts receivable, journal entries, and reconciliations

Resolve issues that may arise

Oversee the approval processes for purchasing and budget transfers for each department within the college that are under the Dean's reporting structure

Monitor ETF and one-time purchases to ensure the correct purchasing guidelines are followed and deadlines met

Monitor Foundation accounts, Faculty Research and other grants

Processes payment request vouchers for expenditures paid with University Foundation funds

Communicate deadlines to each department and ensure they are met

Qualification

Event CoordinationBudget ManagementOffice AdministrationContract ReviewMicrosoft Office SuiteConfidential Document PreparationPlanningSchedulingInterpersonal SkillsTime ManagementProblem Solving

Required

A love of the arts and artists is necessary—familiarity with eVA, Banner and Cognos

Experience at a public university in VA is a plus

Experience coordinating and conducting special event activities and events to include review of contracts, public relations/social Media

Experience in an Executive Assistant/Office Management role for higher education

Ability to understand and interpret the role of the Dean, anticipate needs and make independent decisions, and have a commitment to maintaining the integrity, responsiveness, and punctuality of the dean's office

Demonstrated knowledge of office administration, public relations, budget management, and accounting concepts

Ability to interpret contracts and secure fees

Maintenance of tracking systems for budgetary processes

Must be able to interact positively with a diverse group of constituents, while maintaining a high degree of confidentiality

Experience in preparing confidential and sensitive documents

Effective interpersonal and communication skills

Strong organizational and time-management skills

Sound judgment and problem-solving abilities

Ability to work independently and as a team member

Competencies in planning and scheduling, preparing reports, compiling correspondence and personnel documents

Ability to multitask, delegate, and prioritize assignments

Excellent computer skills with demonstrated proficiency in the Microsoft Office Suite