Administrative Services & Purchasing Assistant

Regent University•Virginia Beach, VA

6d•Onsite

About The Position

The Administrative Services & Purchasing Assistant will serve as a support position for the 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, events calendar, outside group inquiries and events, bridal photo requests, event setup forms, requesting certificates of insurance, and various other purchasing and administrative services tasks. This is an entry-level position.

Requirements

High school graduate required
2 years’ experience in keyboarding & Microsoft Word required
Editing/grammar proficiency required
Must be comfortable with mobility and able to lift a minimum of 20 lbs
Must maintain a valid driver’s license with satisfactory driving history
Detail-oriented, diligent, highly motivated, excellent communication skills and the ability to deal effectively with students, employees, and the public
Ability to multi-task, prioritize, and manage multiple events and details at one time is essential
Must put Christ first in every part of his/her life; strive for excellence in work habits and personal life; exhibit leadership in work teams
Commitment to Regent’s core values of Excellence, Innovation, and Integrity

Nice To Haves

bachelor's degree preferred
1 year experience in an administrative office position preferred
Excel spreadsheets & Access databases a plus

Responsibilities

Process and approve room reservation requests for simple meetings in conference rooms and classrooms using the Coursedog scheduling program.
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 the online events calendar; edit according to Regent editorial standards.
Assist with processing meeting/event space rental requests 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 data for accurate reporting of outside groups, chapel, and Regent-hosted outside group events.
Learn all specialized programs used in the dept including Genetec for access control, Coursedog for scheduling, keying system, Softdocs; provide back-up clerical support for purchasing and administrative services team.