Event Assistant

About the Role

The Event Assistant/Event Scheduler serves as the initial contact for internal and community non-academic scheduling requests, schedules space for external customers, and provides information regarding event scheduling policies and procedures. This role assists the Manager of Event and Food Services with accounts receivable, assigns resources, confirms reservations, generates work orders, and supports event setup. The Event Assistant also communicates event needs to service providers, generates confirmation letters for external customers, performs general office duties, and provides guidance on the College event scheduling system.

Responsibilities

• Process internal requests for college events received through the 25 Live scheduling system, including communicating event needs to College service providers.
• Assist with training college users in the 25 Live system.
• Confer with internal and external customers regarding event and meeting requirements, determining the appropriateness of location, setup, equipment, and staffing.
• Confirm event reservations with customers, including scheduled space and resources.
• Develop contingency plans and manage last-minute changes to scheduled events.
• Process facilities use request forms from external customers and enter information into the 25 Live scheduling system.
• Assist with preparation of confirmation/contract letters and invoices for external clients.
• Ensure clients are aware of guidelines and policies governing the use of college facilities.
• Process facility rental payments and forward to Accounts Receivable.
• Coordinate information exchange table scheduling for internal and external groups, ensuring adherence to college policies.
• Approve vendor fliers for display on campus bulletin boards in accordance with college policies.
• Coordinate the schedule of the Pascal Center Art Gallery exhibits with internal and external exhibitors.

Requirements

• Successful office experience.
• Working knowledge of MS Office.
• Ability to engage with internal and external contacts to share information, build relationships, or gain cooperation with tact and diplomacy.
• Up to six months of experience.
• High School degree or equivalent.

Preferred Qualifications

• Event support and hospitality experience.

Pay

$18/hr

Schedule

Work schedule varies. This position requires a full-time in-person presence on campus or at alternative locations. Pay dates occur on the 7th and 22nd of each month; if those dates fall on a weekend, pay dates occur on the Friday prior.

Benefits

As a temporary employee, you are entitled to sick and safe leave benefits.