Event Assistant

Anne Arundel Community College; Maryland; On-site; USD 20,000 - 29,000; Part time

Job summary

Anne Arundel Community College (AACC) in Arnold/Main Campus is seeking an Event Assistant to support event scheduling and coordination on campus. The role handles initial inquiries, confirms reservations, and assists the Manager of Event and Food Services with billing and data entry in the 25 Live system.

The position requires strong MS Office skills, client-facing communication, and up to six months of experience; a High School degree or equivalent is required.

Qualifications

• Office administration experience.
• Proficiency with MS Office.
• Strong interpersonal and diplomatic skills.
• Up to six months of relevant experience.

Responsibilities

• Process internal requests for college events via the 25 Live scheduling system and assist training of college users.
• Confer with internal and external customers regarding event requirements, confirm reservations, and manage last-minute changes.
• Prepare confirmation letters and invoices for external clients and forward facility rental payments to Accounts Receivable.
• Coordinate information exchange table scheduling and approve vendor flyers per college policies.
• Schedule Pascal Center Art Gallery exhibits with internal and external exhibitors.

Skills

Office experience

Stakeholder communication

Diplomacy

Education

High School degree or equivalent

Tools

MS Office

Job description

Title: Event Assistant

Department: Event & Conference Services

Campus Location: Arnold/Main Campus

Salary Range: $18/hr

Work Mode: This position requires a full-time in-person presence on campus or at alternative locations.

Work Schedule: Varies

Position Type: Hourly and Temporary, Non-Exempt

Position Summary

The Event Assistant/Event Scheduler serves as the initial contact for internal and or community non-academic scheduling requests and schedules space for external customers; provides information to requesters regarding event scheduling policies and procedure; assist Manager of Event and Food Services with accounts receivable. Additionally, the Event Assistant assigns resources, confirms reservations, generates work orders and assists in event setup and support, communicates event needs to service providers and generates confirmation letter for external customers as well as performs general office duties. The Events assistant provides guidance in the use of the College event scheduling system and assist the Manager of Event and Food Services with the updating of data in the scheduling system. Oversee the scheduling and monitor Information Exchange Tables.

Anne Arundel Community College (AACC) is committed to enriching the educational experience it offers through the diversity of its faculty, administrators, and staff members. The college seeks to recruit and support a broadly diverse team who will contribute to the college's excellence, diversity of viewpoints and experiences, embrace concepts of equity and inclusiveness, and support the equal rights of all people by advancing the understanding and appreciation of differences including age, race, gender, ability, religious convictions, socio-economic status, ethnic heritage, or sexual orientation.

While we appreciate your interest in employment with Anne Arundel Community College, applicants must be currently authorized to work in the U.S. on a full-time basis. Employment-based visa sponsorship (including H-1B sponsorship) is not available for any position.

In the best interest of the College, only individuals who are residents of Maryland or one of the following states will be eligible for employment at the college: Delaware, Pennsylvania, Virginia, West Virginia or the District of Columbia. The college will annually review this restriction and, if appropriate, expand the list of states of employment eligibility.

Pay dates occur on the 7th and 22nd of each month. If those dates fall on a weekend, the pay date occurs on the Friday prior to the 7th and 22nd.

As a temporary employee you are entitled to sick and safe leave benefits.

Job Duties and Responsibilities

• Process internal requests for college events received through the 25 Live scheduling system including communicating the event needs to the College service providers. Assist with training of college users in 25 Live.
• Confer with internal and external customers regarding event and meeting requirements determining the appropriateness of location, setup, equipment, and staffing. Confirm event reservations with customers, including scheduled space and resources. Develop contingency plans and manage last-minute changes to scheduled events.
• Process facilities use request forms received from external customers and enter information into the 25 Live scheduling system. Assist with preparation of confirmation/contract letters and invoices for external clients. Ensure that clients are made aware of guidelines and policies governing the use of college facilities. Process facility rental payments, and forward to Accounts Receivable.
• Coordinate information exchange table scheduling for both internal and external groups and ensure adherence to college policies regarding usage of information tables and approve vendor fliers for display on campus bulletin boards in accordance with college policies.
• Coordinate the schedule of the Pascal Center Art Gallery exhibits with the internal and external exhibitors.

Required Qualifications

• Successful office experience, Working knowledge of MS Office
• Ability to engage with internal and external contacts to share information, build relationships, or gain cooperation; with tact and diplomacy.
• Up to six months of experience
• High School degree or equivalent

Preferred Qualifications

• Event support and hospitality experience