Administrative Services & Purchasing Assistant

Regent; Virginia Beach, Northern (VA, KY); Hybrid; USD 33,000 - 40,000; Full time

Benefits offered by this job

Health insurance

Life insurance

Disability insurance

Tuition incentives

Retirement plans

Job summary

Regent University in Virginia Beach, VA seeks an Administrative Services & Purchasing Assistant, an entry-level role supporting scheduling, events calendar publishing, administrative tasks, and purchasing assistance.

The position involves coordinating film shoots, staff meetings, and outside group events, maintaining insurance certificates, and assisting with vendor relations. A high school diploma is required; degree preferred, with basic MS Office and data-entry skills.

Qualifications

• High school graduate required; bachelor's degree preferred.
• 1 year experience in an administrative office position preferred.
• 2 years’ experience in keyboarding & Microsoft Word required; Excel spreadsheets & Access databases a plus.
• 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.

Responsibilities

• Schedule and coordinate film shoots and staff meetings.
• Publish and edit online events calendar following standards.
• Assist with purchasing tasks and vendor coordination.

Skills

Communication skills

Detail-oriented

Multi-tasking

Microsoft Word

Excel

Access database

Education

High school diploma

Bachelor's degree preferred

Tools

Coursedog scheduling

Genetec

Softdocs

Keying system

Job description

The Administrative Services & Purchasing Assistant will serve as a support position for 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.

Work Location: Virginia Beach, VA

Salary: $36,200 annually

Scheduling & Calendar

• Using Coursedog scheduling program, process and approve room reservation requests for simple meetings in conference rooms and classrooms.
• 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 online events calendar; edit according to Regent editorial standards.

Event Services for Outside Groups

• Assist with process requests for meeting/event space rental 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.

Logistics for Regent Events

• 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.

Keys & Access Control

• 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.

Purchasing Assistance

• 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.

Additional Responsibilities

• 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.

Qualifications:

• High school graduate required; bachelor's degree preferred
• 1 year experience in an administrative office position preferred. 2 years’ experience in keyboarding & Microsoft Word required; Excel spreadsheets & Access databases a plus; 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

Candidates must have:

• 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

Regent University does not discriminate in employment in its programs or activities on the basis of race, color, national or ethnic origin, sex, disability, age or veteran status. For full Non-Discrimination Policy click here.

Benefits

Regent offers a wide range of generous benefits including health, life and disability insurance; flexible spending accounts; tuition incentives; fully vested retirement plans; life and disability insurance options, time off, and more. All regular faculty and staff serving at Regent and working a minimum of 30 hours per week will receive an attractive benefits package.