Event Administrator

** Department
* * University Events and Ceremonies:
Senior Staff
** About the Department
** The Office of University Events and Ceremonies is a department comprised of event professionals who oversee complex initiatives University leadership along with other campus partners who require consultation, planning, production, and event management services.
** Job Summary
** Reporting to the Executive Director of the Office of University Events and Ceremonies, the Event Administrator will be responsible for providing event administration support to the Events team for all events produced by the Office of University Events and Ceremonies. The Event Administrator also plays roles in the planning and execution of Convocation. The Event Administrator is expected to build collaborative relationships with team members, vendors, key stakeholders, and the campus community.
** Responsibilities
* ** Provides on-site support and oversees list management at events throughout the year.
* Produces all event materials such as nametags, place cards, table tents, table diagrams, etc. event.
* Manipulates and exports data regarding event attendance, primarily using Microsoft Excel.
* Generates guest lists and reports based on set event criteria. Provides timely updates to event lead and event partners.
* Creates and deploys digital save-the-dates, invitations, reminders, and confirmations.
* Communicates with guests to answer event-specific questions.
* Acts as a technical resource for staff on events invitation systems and other office software.
* Maintains inventory of all list service and general office supplies for the OUEC team and reorders when necessary.
* Maintains the Office of University Events and Ceremonies events and deployment calendars.
* Develops and proposes functionalities and procedures that relate to list management services and department systems and assesses how suggested changes will improve the quality and accuracy of list management services.
* Maintains guest lists and deploys event invitations.
* Plans and schedules events, programs, and outreach. Coordinates event-day logistics, and performs other routine assignments with guidance from others.
* Assists with identification and resolution of event and program needs, including vendor selection and contract negotiation. Keeps track of all expenses, prepares reports on costs, using existing procedures to solve routine problems as they arise.
* Maintains guest lists and assists with mailing invitations and creating brochures for the event.
* Performs other related work as needed.
** Minimum Qualifications
***
* Education:

** Minimum requirements include a college or university degree in related field.
*
* Work Experience:

** Minimum requirements include knowledge and skills developed through < 2 years of work experience in a related job discipline.
*
* Certifications:

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- **** Preferred Qualifications
**** Technical Skills or Knowledge:
*** Demonstrated experience using data tools.
* Proficiency in Microsoft Office Suite.
* Working knowledge of Adobe Creative Suite.
* Demonstrated experience using database management systems.
** Preferred Competencies
*** Well organized and detail-oriented in all aspects of their work, but especially when meeting recurring and critical deadlines.
* Appropriately represents University leadership, including strict adherence to professional appearance, demeanor, and manner of interacting with others.
* Maintain a calm and courteous demeanor while managing competing priorities, a heavy workload, complex problems, and tight deadlines.
* Work independently and in a team environment.
* Delivers high-quality results in a dynamic environment and anticipate future needs.
* Strong written and verbal communication skills.
* Sound judgment and excellent critical thinking skills.
* Demonstrated ability to be highly organized and take initiative.
* Multi-task and manage multiple priorities simultaneously.
* Excellent organizational and analytical skills.
* Adept at learning new systems.
* Manage sensitive and confidential information with tact and discretion.
* Ensure a high degree of accuracy in a demanding environment.
* Provide superior customer service skills,…