Administrative Services & Purchasing Assistant

About the role

The Administrative Services & Purchasing Assistant will serve as a support position for Administrative Services and Purchasing department. This role will assist in the areas of scheduling, online events calendar publishing, administrative services tasks, and purchasing assistance. Tasks include scheduling/planning/coordinating film shoots and meetings/events for staff/faculty, managing the online events calendar, handling outside group inquiries and events, processing bridal photo requests, event setup forms, requesting certificates of insurance, and various other purchasing and administrative services tasks. This is an entry-level position located in Virginia Beach, VA.

Responsibilities

• Using Coursedog scheduling program, process and approve room reservation requests for simple meetings in conference rooms and classrooms.
• Process requests for on-campus film shoots from University Marketing, faculty, and staff for Regent business; process maintenance, housekeeping, and contractor space needs for campus projects.
• Proactively add appropriate events to online events calendar; edit according to Regent editorial standards.
• Assist with process requests for meeting/event space rental from outside groups (including CBN and subsidiaries).
• Assist with processing CBN film shoot requests for photo/film shoots on campus.
• Assist with processing outside group requests for bridal photos or short photo shoots on campus.
• Process Special Event Set-Up Forms and diagrams submitted by university staff for upcoming events; work with event coordinators for clarity and conciseness; consider how events can share setups to streamline labor; put into queue for housekeeping setup team.
• On a weekly basis, check to ensure all forms are listed for upcoming events one month out.
• Assist with monthly chargeback spreadsheet.
• Request certificates of insurance for caterers; keep updated spreadsheet of all approved caterers with information about current insurance.
• Request certificates of insurance for film student off-campus shoots.
• Assist with BJ’s warehouse club memberships, requests, and receipts.
• Assist with key distribution; assist with data entry in Access database; hang keys; maintain inventory of keys checked out to each department and school.
• Distribute keys for special event spaces as necessary.
• Assist with access control as directed.
• Assist with furniture relocation as needed.
• Process business card orders: work with requestor, budget manager, and printing company from start to finish including proofing, editing, and paying invoices.
• Maintain spreadsheet in M drive folder.
• Process Founders Inn reservations from Regent departments: work with requestor, budget manager, Founders Inn reservations manager, and business office from start to finish for reservations and charges to central bill.
• Maintain spreadsheet in M drive folder.
• Reconcile monthly purchasing card statement for executive director & assistant director.
• Assist with seasonal preparations and campus decorating as needed.
• Submit edits for Purchasing/Administrative Services website and Special Events website as necessary, work with webmaster for changes.
• Assist with paperwork for employee exits.
• Process reservations for A-frames.
• Order office supplies for dept.
• Maintain statistical