Special Events Coordinator and Executive Administrative Assistant (Part-Time)

Radford University•Radford, VA

10d•$18•Onsite

About The Position

Special Events Coordinator & Executive Administrative Assistant to the Dean and Associate Dean. Assist in coordinating University Performance Series events, Governor's School Programs, Art Society Receptions, Heart to Art fund-raising events, commencement receptions, specific fund-raising with outside entities, and other special events. Review of Performance Contracts for the performance series events; review contracts, purchasing, catering, facilities, advertising, A/V, sound, printing, venue reservations, parking, security, and more. Secure venues for all events. Reconcile performance budgets after each event. Work closely with the Associate Dean and manager of Performance Services and the group's Tour Manager to ensure the technical riders for the performers' contracted stage needs are met. Coordinate arrangements for Arts Society receptions (catering, parking, invites, etc.). Communicate with Arts Society members for special requests. Make arrangements and set-up the performer's hospitality table. Train and schedule student assistants for each event. Prepare and record Student Survey results after each event. Oversee budget management and financial transactions for the Office of the Dean and monitor departmental budgets under the Dean's reporting structure. Manage University Performance Series budget. Process accounts payable, accounts receivable, journal entries, and reconciliations. Resolve issues that may arise. Oversee the approval processes for purchasing and budget transfers for each department within the college that are under the Dean's reporting structure. Monitor ETF and one-time purchases to ensure the correct purchasing guidelines are followed and deadlines met. Monitor Foundation accounts, Faculty Research and other grants. Processes payment request vouchers for expenditures paid with University Foundation funds. Communicate deadlines to each department and ensure they are met.

Requirements

A love of the arts and artists is necessary—familiarity with eVA, Banner and Cognos.
Experience coordinating and conducting special event activities and events to include review of contracts, public relations/social Media.
Experience in an Executive Assistant/Office Management role for higher education.
Ability to understand and interpret the role of the Dean, anticipate needs and make independent decisions, and have a commitment to maintaining the integrity, responsiveness, and punctuality of the dean's office.
Demonstrated knowledge of office administration, public relations, budget management, and accounting concepts.
Ability to interpret contracts and secure fees.
Maintenance of tracking systems for budgetary processes.
Must be able to interact positively with a diverse group of constituents, while maintaining a high degree of confidentiality.
Experience in preparing confidential and sensitive documents; 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; competencies in planning and scheduling, preparing reports, compiling correspondence and personnel documents.
Ability to multitask, delegate, and prioritize assignments.
Excellent computer skills with demonstrated proficiency in the Microsoft Office Suite.
Must be detail-oriented with strong editing skills.

Nice To Haves

Experience at a public university in VA is a plus.

Responsibilities

Assist in coordinating University Performance Series events, Governor's School Programs, Art Society Receptions, Heart to Art fund-raising events, commencement receptions, specific fund-raising with outside entities, and other special events.
Review of Performance Contracts for the performance series events; review contracts, purchasing, catering, facilities, advertising, A/V, sound, printing, venue reservations, parking, security, and more.
Secure venues for all events.
Reconcile performance budgets after each event.
Work closely with the Associate Dean and manager of Performance Services and the group's Tour Manager to ensure the technical riders for the performers' contracted stage needs are met.
Coordinate arrangements for Arts Society receptions (catering, parking, invites, etc.).
Communicate with Arts Society members for special requests.
Make arrangements and set-up the performer's hospitality table.
Train and schedule student assistants for each event.
Prepare and record Student Survey results after each event.
Oversee budget management and financial transactions for the Office of the Dean and monitor departmental budgets under the Dean's reporting structure.
Manage University Performance Series budget.
Process accounts payable, accounts receivable, journal entries, and reconciliations.
Resolve issues that may arise.
Oversee the approval processes for purchasing and budget transfers for each department within the college that are under the Dean's reporting structure.
Monitor ETF and one-time purchases to ensure the correct purchasing guidelines are followed and deadlines met.
Monitor Foundation accounts, Faculty Research and other grants.
Processes payment request vouchers for expenditures paid with University Foundation funds.
Communicate deadlines to each department and ensure they are met.