Event Operations Assistant (Student)

American University; Washington (District of Columbia); On-site; USD 23,000 - 32,000; Part time

Job summary

American University is seeking a Student Operations Assistant (Part-time) to support the Office of Special Events. You will help with event preparation, on-site operations, and post-event follow-up while gaining hands-on experience in event management.

The role involves handling budgets, vendor coordination, and communications, with duties spanning administrative tasks and event execution. Evening/weekend work may be required, and the position is restricted to enrolled AU students.

Qualifications

• Bachelor's degree or equivalent experience supporting event logistics and/or communication efforts.
• 2 - 4 years of relevant experience.
• Experience supporting the planning and execution of high-level events is preferred.
• Excellent written, verbal, interpersonal, and customer service skills.

Responsibilities

• Administrative Support: Manage department email inquiries and route to staff.
• Administrative Support: Track event budgets, reconcile expenses, and submit invoices.
• Administrative Support: Oversee borrowing of department-lendable items and maintain inventory.
• Event Support: Assist with university events, including commencements and presidential events.
• Event Support: Provide event-day support, setup, registration, and attendee direction.

Skills

Customer service

Communication

Organization

Teamwork

Education

Bachelor's degree or equivalent experience supporting event logistics and/or communication efforts

Job description

Work Where You Learn: Build Experience, Grow Skills, andContribute to Your University Community.

This position isavailable only to enrolled American University students.

Most student positions at American University are eligible touse Federal Work Study (FWS) awards, with a few exceptions. FWSfunds cannot be applied to janitorial, construction, partisan orsectarian positions. For information or questions regarding FWSfunds, please contact American University's Office of FinancialAid.

Important guidance for current American University employees:American University current employees, including those employed instudent positions, must apply through their employee Workdayaccount. If you are a current employee at American University,please log into your employee Workday account and select the Find Jobs report which will take you to our internal careerlistings. Applying outside of your employee Workday account maycause delays in a hire process.

Department:

University Special Events

Time Type:

Part time

FLSA Status:

Non-Exempt

Job Description:

Summary: The Office of Special Events is a collaborative team that plans andsupports a wide range of campus-wide and AU House events, includingacademic ceremonies, university-wide events, and presidential initiatives.

The Student Operations Assistant provides administrative and eventsupport to the Office of Special Events. Working under thedirection of the Director and Assistant Director of Special Events,this position assists with event preparation, event-day operations,and post-event follow-up while gaining hands-on experience in eventmanagement.

This role supports the day-to-day operations of the office byassisting with event logistics, maintaining event materials,preparing communications and event documents, and providingexcellent customer service to campus partners and guests.

This position supports events, provides administrative support alsoresponsible for budgetary management needing to perform duties suchas tracking and reconciling complex budgets, vendor management, ROItracking, and coordinating and activating institutional resourceswhen appropriate. This dynamic position also has the opportunity toperform other related duties as assigned. The omission of specificduties does not preclude the supervisor from assigning dutieslogically related to the position.

This position will assist the Director of Special Events and theAssistant Director of Special Events in executing event strategiesfor the division.

Essential Functions:

1.) Administrative Support

• Monitor and respond to department email accounts by routinginquiries to the appropriate staff member and assisting withroutine communications as directed.
• Manage and track event budgets, reconcile expenses, and submitinvoices for payment.
• Oversee the borrowing of department-lendable items whilemaintaining organization and inventory.
• Maintain event files, shared calendars, digital documents, andother administrative resources to support office operations.
• Develop relationships and manage contracts with on-campusvenues, departments, caterers, photographers, and otherpartners.
• Compile meeting materials, agendas, and post-event meetingnotes as requested.
• Prepare event supplies, signage, registration lists, name tags,programs, and other departmental materials.
• Support post-event administrative tasks, including catalogingfeedback and assisting with event closeout documentation.
• Perform other administrative duties and special projects asassigned by the Director or Assistant Director of Special Events.

2.) Event Support

• Assist the Special Events team with executing universityevents, including commencement ceremonies, university receptions,presidential events, and other strategic programs.
• Provide event-day support through event setup, welcomingguests, staffing registration and check-in, directing attendees,monitoring event spaces, and assisting professional staff withoperational needs through breakdown.
• Maintain event timelines, checklists, and other planningdocuments under the guidance of professional staff.
• Represent the Office of Special Events in a professional andcourteous manner when interacting with students, faculty, staff, vendors, and guests.
• Support post-event breakdown, inventory, and organization ofevent materials and equipment.

Competencies:

• Prioritizing and Organizing.
• Developing Plans.
• Making Accurate Judgments and Decisions.
• Acquiring and Analyzing Information.
• Displaying Creativity.
• Supporting Coworkers.
• Acting Strategically.
• Serving Customers.

Position Type/Expected Hours of Work:

• Part-time.
• 20 hours per week.

Salary Range:

• $20.00 per hour.

Preferred Education and Experience:

• Bachelor's degreeor equivalent experience supporting eventlogistics and/or communication efforts.
• 2 - 4 years of relevant experience.

Additional Eligibility Qualifications:

• Experience supporting the planning and execution of high-levelevents is preferred.
• Excellent written, verbal, interpersonal, and customer serviceskills.
• Reasonable accommodations may be made to enable individualswith disabilities to perform the essential functions.
• Work may be required evenings and weekends in support ofuniversity events such as the annual Commencement Weekend and/or tomeet deadlines.

Other Details

• This position is available only to enrolled AmericanUniversity students.
• Please note this job announcement is not designed to cover orcontain a comprehensive listing of activities, duties orresponsibilities that are required of the employee for this job.Duties, responsibilities, and activities may change at any timewith or without notice.
• American University is an E-Verify employer.
• Visit https://www.american.edu/hr/ for additional information about American University employment andbenefits.

Current American University Employees

American University current employees (including those employed instudent positions) must apply through their employee Workdayaccount. If you are a current employee at American University, please log into Workday and select the Find Jobs report which will take you to our internal career listings.

Contact Us

For more information or assistance with the American Universitycareers site, email [e-mail].

American University is an equal opportunity, affirmative actioninstitution that operates in compliance with applicable laws andregulations. The university does not discriminate on the basis ofrace, color, national origin, religion, sex (including pregnancy),age, sexual orientation, disability, marital status, personalappearance, gender identity and expression, familyresponsibilities, political affiliation, source of income, veteranstatus, an individual’s genetic information or any other basesunder federal or local laws (collectively "Protected Bases") in itsprograms and activities.