Administrative Support Specialist

Eastern Virginia Medical School•Norfolk, VA

14h•$56,000•Onsite

About The Position

The Administrative Support Specialist is responsible for providing professional level administrative support for the Office of Special Events and the Assistant Vice President (AVP) of Special Events. This individual organizes, coordinates and oversees office administration and procedures to ensure departmental effectiveness and efficiency. The ideal candidate is a professional who is experienced in handling a wide range of administrative duties and executive support-related tasks. This position reports directly to the Assistant Vice President of Special Events.

Requirements

Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook email) and web-based virtual meeting and other platforms.
Exceptional oral and written communication skills and strong listening skills.
Ability to work with senior administration, donors, academic leadership and campus partners with the utmost professionalism and discretion.
Ability to develop and maintain effective relationships with internal and external constituents including campus partners, vendors, public, customers and co-workers; while working cooperatively and effectively with others to achieve common goals.
Ability to effectively multi-task and manage time, deadlines and resources to ensure projects and events are completed successfully with minimal supervision. Meets attendance/punctuality requirements.
Ability to adapt to changing work environments, work priorities, and organizational needs. Takes independent action to address and resolve problems.
Ability to expresses ideas effectively and demonstrate sound judgment with regard to decision-making.
Ability to deal with others in a direct honest manner and comply with all ODU policies and procedures.
Ability to calculate figures and amounts such as discounts, interest, proportions and percentages. Ability to apply concepts of basic algebra and statistical analysis.

Nice To Haves

Experience in healthcare and/or a higher education institution.

Responsibilities

Provide administrative support to AVP and Director(s) of Special Events
Provide departmental administrative support and overall coordination to ensure smooth and effective operation
Work with AVP & Director(s) to develop, organize & implement office policies and procedures
Work with AVP & Director(s) to enforce institutional policies
Manage new hire recruitment & onboarding
Schedule, organize and prepare for meetings, develop agendas, scribe minutes and track follow-up tasks.
Monitor and maintain event storage areas and inventory of office and event supplies
Performs other duties as assigned.
Assist in the preparation and management of the annual departmental budget, and monitor for cost overages and savings, in collaboration with the Assistant Vice President of Special Events
Prepare and provide budgetary and other management reports
Ensure all Business Office audit requests are resolved and communicated in a timely manner to all involved parties
Process purchase orders, requisitions and invoices for vendor payments for OSE
Process contracts and agreements for OSE in collaboration with EVMS Materials Management and Office of General Counsel
Process weekly departmental Procurement Card allocations and monthly reconciliations for OSE
Assist with the facilitation of Special Events Task Force committee meetings; generate reports in Resource Scheduler and follow up with departments and organizers as needed
Provide logistical support for large-scale institutional events such as New Student Orientations and Commencement
Manage campus partner requests for inventory or use of OSE assets
Prepare event related materials such as notebooks, packages, gift bags, registration lists, seating charts, name badges or other
Order and oversee food & beverage for events
Help facilitate set up, onsite production and clean-up for events
Provide logistical support to other events or staff as needed