Events Operations Assistant

Louisiana State University Shreveport; Shreveport (LA); On-site; USD 32,000 - 42,000; Full time

Job summary

Louisiana State University Shreveport is seeking an Event Operations Assistant to provide administrative, clerical and operational support to the Event Management leadership team. The role is front-line, welcoming clients and guests, and helps coordinate events across campus facilities and departments, from small meetings to major campus functions.

The ideal candidate is organized, detail oriented and capable of juggling multiple tasks in a dynamic environment.

Qualifications

• Experience in administrative support and office coordination preferred.
• Able to work flexible hours including some weekends.
• Multitask and prioritize effectively.
• Professional demeanor, customer service oriented, and well organized.
• Proficient in Microsoft Office Suite with strong written and verbal communication.

Responsibilities

• Develop thorough knowledge of the University Center, equipment and reservation policies.
• Supervise student workers with direct customer service and reservations.
• Ensure all room setups meet customer specifications.
• Provide a professional interface between customers and the University.
• Assist customers with A/V equipment and event needs.
• Gain competency in EMS centralized event scheduling software.
• Enforce university and facility policies and procedures.
• Secure facilities and equipment at the end of the day.
• Maintain inventory and respond to emails and phone messages promptly.
• Perform additional tasks and special projects as assigned.

Skills

Administrative support experience

Office coordination

Multitasking / prioritization

Professional demeanor & customer focus

Microsoft Office proficiency

Education

High school diploma or equivalent

Associate or bachelor's degree preferred

Tools

Microsoft Office Suite

Job description

About this Job

The Event Operations Assistant provides administrative, clerical and operational support to the Event Management leadership team. Reporting to the Executive Director of Events & Community Initiatives, the Event Operations Assistant is a front-line position that, at times, is the first point of contact for clients and guests. The Event Operations Assistant assists in the day-to-day operation of the University Center and assists management with the coordination of many events across campus facilities and departments, ranging from small meetings to large-scale University and Non-University related functions. This role is important to ensuring the smooth operation of the UC and events team, coordinating day-to-day administrative tasks and providing a welcoming presence for visitors and stakeholders. The ideal candidate is engaged, detail-oriented, and capable of working on multiple tasks in a dynamic environment. The Event Operations Assistant will be responsible for event administration, planning, set-up, take-downs, and event-related assistance. The Event Operations Assistant also must be prepared to assume responsibility for the University Center and all activities related to scheduled events during managements absence.

Minimum Qualifications

Required Qualifications:

High school diploma or equivalent required; associate or bachelors degree preferred.

LSUS values skills, experience and expertise. Candidates who have relevant experience in key job responsibilities are encouraged to apply - a degree is not required if the candidate possesses the experience specified in the job description.

• Experience in administrative support and office coordination preferred.
• Able to work flexible hours including some weekends.
• The ability to multitask and prioritize effectively.
• Professional demeanor, customer service oriented, and good organizational skills.
• Proficient in Microsoft Office Suite with developed written and verbal communication skills.

Job Specification

Core Competencies:

• Communication: Ability to adjust communication style to suit the audience/customer/situation.
• Collaboration: Ability to work effectively in group settings.
• Service to Customer and LSUS: Ability to focus on providing positive experiences for stakeholders.
• Delivering Results: Ability to focus on achieving outcomes.
• Problem-Solving: Ability to overcome barriers to success.

Physical and Environmental Demands

Light to Medium Work - Frequently required to stand; walk; sit and use hands. The employee is occasionally required to reach with hands and arms; climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and move 20 pounds during event setup. Work environment might include outdoors settings and tasks depending on season and requirements.

Job Duties and Other Information

Responsibilities and Duties

• Develop a thorough knowledge of the University Center, its equipment and reservation policies and procedures.
• Supervise student workers who work with direct customer service and reservations
• Ensure all room set ups meet customer specifications.
• Provide a professional interface between customers and the University, demonstrating a positive, service-oriented attitude toward all internal and external groups/patrons assisting them as needed.
• Assist customers with A/V equipment and other needs during their events.
• Be knowledgeable of and quickly gain competency in the use of centralized event scheduling software (EMS).
• Be knowledgeable of and enforce all University and facility related policies and procedures.
• Be responsible for securing facilities, turning off all equipment and lights, locking and securing all rooms and equipment inside such facilities and securing all outside access doors at the end of the day.
• Maintains inventory levels and organizes storage spaces.
• Respond to e-mails & phone messages, in a timely manner.
• Perform additional tasks, assignments, and special projects as assigned to maintain an effective operation.
• Requires some after hours and weekend time commitment and work.

Contact

For additional information concerning this job posting contact:

Jennifer Isaac
LSUS Department of Human Resource Management
Room 108 Administration Building, LSUS
[phone]

LSUS is an equal opportunity/affirmative action employer and encourages applications from women and minorities. For more information about LSU Shreveport go to www.lsus.edu.

LSUS is a State As a Model (SAME) employer that promotes affirmative strategies and goals for employment of individuals with disabilities.