Administrative Assistant & Events Planner (Part-Time)

Radford University•Radford, VA

2d•Onsite

About The Position

The Part-time Administrative Assistant & Special Events Coordinator for the Governor’s School Programs and Pep band, Assist the dean, associate dean, director of Governor’s School, and pep band directors in coordinating special events. This includes year-round Governor's School Programs, Art Society Receptions, Heart to Art fundraising events, commencement receptions, specific fundraising with outside entities, and other special events. This includes helping with travel and logistics for pep band, supervising work-study students, serve as the administrative assistant for the dean's office in the event of the executive assistant's absence. Secure venues for all the University Performance series. Oversee budget management and financial transactions for the pep band and the pipe band, process accounts payable, accounts receivable, journal entries, and reconciliations. Resolve issues that may arise. Oversee the approval processes for purchasing and budget transfers for the pep band and RU Pipes and Drums programs. Monitor ETF and one-time purchases to ensure the correct purchasing guidelines are followed and deadlines are met. Monitor Foundation accounts, Faculty Research and other grants. Process payment request vouchers for expenditures paid with University Foundation funds. Communicate deadlines to each department and ensure they are met. Assist dean's office staff with travel issues in Chrome River.

Requirements

A combination of education, training and/or experience in Business or a related field.
Demonstrated knowledge of office administration, public relations, budget management and accounting concepts.
Experience managing college students and high school students.
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.
Experience in an Administrative Assistant/Office Management role for higher education.
Ability to interact positively with a diverse group of constituents, while maintaining a high degree of confidentiality.
Ability to multitask, delegate and prioritize assignments.
Excellent computer skills with experience with Microsoft Office Suite.
Detail-oriented with strong editing skills.
Enthusiasm for the arts and ability to talk with parents and constituents of the Governor’s Schools, including conference services, purchasing, and related faculty.

Nice To Haves

Experience coordinating and conducting special event activities.
Ability to understand and interpret the role of leadership to anticipate needs and make independent decisions, and have a commitment to maintaining integrity, responsiveness, and punctuality.
Experience with tracking systems for budgetary processes.
Experience in preparing confidential and sensitive documents; competencies in planning and scheduling, preparing reports, compiling correspondence and personnel documents.
Prior experience in a higher education office environment providing administrative or programmatic support and coordination of special events.
Experience with and knowledge of university policies and procedures.
Experience with financial accounting software to include eVA, COGNOS and SSB.
Experience with EPAF and PageUp.
Working knowledge of Banner, COGNOS and eVA.
Knowledge of human resources functions such as, hiring, review processes, staff development, and training.

Responsibilities

Coordinate special events for Governor's School Programs and Pep band, including Art Society Receptions, Heart to Art fundraising events, commencement receptions, and specific fundraising with outside entities.
Assist with travel and logistics for the pep band.
Supervise work-study students.
Serve as the administrative assistant for the dean's office in the absence of the executive assistant.
Secure venues for all University Performance series.
Oversee budget management and financial transactions for the pep band and pipe band, including processing accounts payable, accounts receivable, journal entries, and reconciliations.
Resolve issues that may arise.
Oversee approval processes for purchasing and budget transfers for the pep band and RU Pipes and Drums programs.
Monitor ETF and one-time purchases to ensure correct purchasing guidelines are followed and deadlines are met.
Monitor Foundation accounts, Faculty Research, and other grants.
Process payment request vouchers for expenditures paid with University Foundation funds.
Communicate deadlines to each department and ensure they are met.
Assist dean's office staff with travel issues in Chrome River.