Operations & Events Assistant

Under the direct supervision of the Administrative Operations Manager, the Operations & Events Assistant will be responsible for providing support with logistics and coordination of the Dean’s Office Operations, and all aspects regarding the planning and execution of the College of Engineering and Computing events. The ideal candidate will be organized, proactive, creative and reliable. The operations and events assistant will supervise the student assistant, to ensure that his/her time is utilized efficiently. Additionally, the individual will be

responsible for maintaining office and event supplies inventory, and preparing documents and reports as needed.

Responsibilities:

• Assist in planning, organizing and executing events for the College. Ensuring quality control of event communication, including pre-event coordination emails with multiple stakeholders and communications with participants such as save the date notices, invitations, reminders, RSVPs, event request forms and venue layout diagrams
• Assists with the creation and promotion of the event via print/on-line marketing tools
• Assist with updating budget sheets for each event, construction and renovation project
• Contact vendors such as: catering, entertainment, floral design, activities, and publications to obtain quotes and negotiate prices
• Work with webmaster on updating the College’s event calendar on a regular basis, and ensuring that department coordinators submit their event information
• Maintain updated information, and event details on the internal shared calendar.
• Create an event document outlining recurring yearly events, and update regularly as event information becomes available in order to keep the leadership team informed
• Maintain excellent records of all event information/data, including specific event contact information.
• Make reservations and secure venues for college wide events
• Take responsibility for the day to day administrative and logistical support for multiple concurrent events and programs
• Serve as a back-up for the Administrative Operations Manager when she is out of the office, and assist her in managing day-to-day operations for the Dean’s Office and Engineering Center
• Manage the reservation system for the Engineering Center conference rooms and event venues
• Assist with the College’s main phone line coverage during peak times and/or as needed
• Work on special projects as assigned by the Administrative Operations Manager
• Order, store and organize office and event supplies
• Assist with memos and paperwork related to construction and renovations projects
• Supervise and train student assistant
• Other duties as assigned

Job Category

Temporary

Desired Qualifications

Knowledge, Skills and Abilities Required

• Ability to work under pressure with strict deadlines in a fast paced environment
• Two to three years of administrative experience
• Strong critical thinking and follow up skills
• Excellent communication, organizational and interpersonal skills
• Strong customer services skills
• Excellent attention to detail
• Proficient with Microsoft Office suite
• Ability to work a flexible schedules when needed for events

Education

• Minimum high school diploma or equivalent
• AA degree preferred

Work Schedule

Monday – Friday

8:30 AM -5:00 PM

Advertised Salary

$12.00/ hour

Pre-Employment Requirements

Background Check

Temporary Disclosure

As a temporary employee, you will not be eligible to participate in all employee benefit programs (e.g., paid leave, retirement, or tuition reimbursement).

Under the Patient Protection and Affordable Care Act (PPACA), a temporary employee who works on average 30 hours or more per week may be eligible to enroll in health care benefits. As a temporary employee, you are also eligible to enroll in supplemental plans (e.g. dental, vision,) which requires full payment on your part.

Upon completing an assignment, employees may apply for a position on FIU Careers.