Administrative Coordinator, Event Services

Loyola Marymount University•Westchester, IL

4d•$24 - $29

About The Position

Coordinate event scheduling on campus and front desk services. Position Specific Responsibilities/Accountabilities Coordinate the event request approval process ensuring timely and accurate response to clients. Ensure all scheduling, department, and university policies are followed during the scheduling process. Assist with all aspects of approval for all student group requests processed by Student Life. Hire, direct, supervise, monitor, and evaluate Event Scheduling student staff to ensure the successful event scheduling for all events and conferences. Coordinate and develop training programs in support of student training in alignment with the Assistant Director of Event Services and Associate Director of Event Management. Maintain accurate records for all work-study allotments by setting up a system of checks and balances to ensure proper usage of work-study and t-work department funds. Create daily reports for management and coordinate any needs with the appropriate event coordinators. Maintain all records in scheduling software to ensure integrity of data and reservations. Coordinate front desk services throughout the year, including during summer conferences. Provide support to the summer conference operations as assigned. Perform other duties as assigned or requested. Loyola Marymount University Expectations Exhibit behavior that supports the mission, vision, and values of the university. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct. Demonstrate a commitment to outstanding customer service. Requisite Qualifications Typically a high school diploma or equivalent experience. An Associate's degree (A.A.) is preferred. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes. Minimum two years of related administrative support experience, preferably in a customer service setting. Experience in event/conference technology management is highly desired. Demonstrated knowledge in the principles of organization. Knowledge of various aspects of event/conference management. Knowledge and understanding of a university environment, both organizationally and politically. Ability to work as part of a team. Ability to communicate well with a diverse population of faculty, staff, students, all levels of administrators, and others using tact and diplomacy at all times. The use of event related equipment and facilities. Ability to simultaneously work on multiple tasks with varying deadlines. Demonstrated ability to solve problems and flexibility in handling last minute changes. Ability to work a flexible schedule (nights, weekends, and holidays). Exemplary communication skills (both written and oral). Highly developed crisis management skills. Demonstrated computer competency and preferably knowledgeable in Microsoft Office Suite The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of this position.

Requirements

Typically a high school diploma or equivalent experience.
Minimum two years of related administrative support experience, preferably in a customer service setting.
Demonstrated knowledge in the principles of organization.
Knowledge of various aspects of event/conference management.
Knowledge and understanding of a university environment, both organizationally and politically.
Ability to work as part of a team.
Ability to communicate well with a diverse population of faculty, staff, students, all levels of administrators, and others using tact and diplomacy at all times.
The use of event related equipment and facilities.
Ability to simultaneously work on multiple tasks with varying deadlines.
Demonstrated ability to solve problems and flexibility in handling last minute changes.
Ability to work a flexible schedule (nights, weekends, and holidays).
Exemplary communication skills (both written and oral).
Highly developed crisis management skills.
Demonstrated computer competency and preferably knowledgeable in Microsoft Office Suite

Nice To Haves

An Associate's degree (A.A.) is preferred.
Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.
Experience in event/conference technology management is highly desired.

Responsibilities

Coordinate event scheduling on campus and front desk services.
Coordinate the event request approval process ensuring timely and accurate response to clients.
Ensure all scheduling, department, and university policies are followed during the scheduling process.
Assist with all aspects of approval for all student group requests processed by Student Life.
Hire, direct, supervise, monitor, and evaluate Event Scheduling student staff to ensure the successful event scheduling for all events and conferences.
Coordinate and develop training programs in support of student training in alignment with the Assistant Director of Event Services and Associate Director of Event Management.
Maintain accurate records for all work-study allotments by setting up a system of checks and balances to ensure proper usage of work-study and t-work department funds.
Create daily reports for management and coordinate any needs with the appropriate event coordinators.
Maintain all records in scheduling software to ensure integrity of data and reservations.
Coordinate front desk services throughout the year, including during summer conferences.
Provide support to the summer conference operations as assigned.
Perform other duties as assigned or requested.
Exhibit behavior that supports the mission, vision, and values of the university.
Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct.
Demonstrate a commitment to outstanding customer service.