Administrative Support Specialist

Bachelor's Degree in Education, Business Administration/Marketing, Counseling or any other related field to facility management and/or three years of work experience with a broad/direct focus in the areas of customer service, public relations, marketing/support and hospitality services.
Candidates must demonstrate the ability to work in a busy student life setting that supports University programs, student activities and an array of community based events. Candidates must also demonstrate a familiarity with Microsoft Office, Excel-based and web-based programs, and 25 Live Scheduling software.
They must have the ability to compartmentalize and schedule a multitude of events/programs, display interpersonal skills necessary for effective office communication, i.e. minimum one-year experience in events management

N/A

This position is primarily responsible for managing the academic buildings special event schedules and operations. Administrative responsibilities include supervision of student staff, as well as management of equipment and vehicle inventory and maintenance. Also the Event Scheduler will assists with the supervision of the 25 LIVE scheduling database, digital Signage, supervising the UEC scheduling operation that services all registered student organizations, faculty & academic departments, staff & administration, and all off-campus customers. In addition to scheduling, the event scheduler must be knowledgeable of major event planning and logistics, competent in 25 LIVE scheduling systems and facilitate training for scheduling system. Assists with management of events, this includes but are not limited to, meetings, conferences, concerts, shows, classes, orientation, fairs, athletics, speaking engagements, etc.

The University Event Center serves as the primary contact for all meeting and event planning, scheduling and coordination for on-campus activities at North Carolina A&T State University. The University Events Center ( UEC) services students and their organizations, faculty and staff, administrative offices, and off-campus entities in the direct scheduling and coordination of various events. The UEC staff works with a number of individuals via phone, fax and personal contact in the coordination of various events, including conferences , meetings, receptions, retreats, performances, concerts and other major events. Essentially, this office manages the planning, coordination, execution and marketing of any and all events on the university campus.

Processes room requests for University campus space from students, faculty, staff, administration & off-campus entities
Interprets and enforces all policies and procedures of the UEC and the Student Center
Responds to policy questions and provides related guidance as necessary to ensure efficient events scheduling and management
Resolves all scheduling issues/conflicts
Demonstrates working knowledge of policies, procedures and processes required within the organization related to events and logistics
Demonstrates familiarity with rules, regulations and laws affecting organization
Coordinates with the Office of Information Technology all initiatives, expectations and goals set for the UEC scheduling and events management process
Works with PC environments:
Software applications used are Microsoft (MS) Office *Professional* (including Project, Excel, Word & Access)
Internet browsers (Firefox, MS/Internet Explorer), MS Works, MS Exchange, and 25 LIVE database
Operating systems used are XP, NT, DOS, and all versions of Windows. Servers used are MS Exchange Server, Internet Server, SQL Server, File Server and Web Server
Hardware includes printers, scanners, zip drives, CD-ROMs, hard drives and multimedia systems.

Assists with the record keeping and inventory of UEC resources
Maintains file for current and upcoming events
Compiles status reports and daily, weekly, monthly and yearly reports from 25 LIVE Database for use by UEC and Student Center staff
Disseminates information by answering questions related to event bookings, completion of room request forms, upcoming on-campus events, and website inquiries
Disseminates information to external contacts: radio/television stations, company/agency/school human resource personnel, and off-campus potential customers of the university
Manages all information regarding UEC activities inputted into the 25 LIVE website and UEC campus video screens in order to disseminate the correct information related to university events

Operates and reviews 25 Live Event Scheduling system for UEC
Works with PC environments, including Microsoft Office programs
Operates standard office equipment

Uses judgment and independence to make changes to schedules and matters related to events
Meets regularly with facility users to approve event plans and coordinate resources for events in academic facilities ensures that event logistics requests for events within the academic facility have been obtained and agreed upon by building representative and customers
Maintains regular to frequent contact with event sponsors and building representative to resolve problems and develop responsible decision-making
Anticipates programming issues, assesses customer/student interest and respond to customer/student needs regarding events held academic facilities.
Coordinates in-house and auxiliary service needs with the building representative for events as requested
Ensures personal contact is made with persons within the agency, other agencies and organizations visiting the University and the general public
Works closely with the Events and Services Coordinator, Student Center Coordinator, and UEC Director to ensure resources, facility and events are planned and coordinated efficiently and effectively

Practices excellent communication skills incorporating listening and response techniques that are effective while communicating with diverse public
Communicates with the campus community regarding all university events, logistics support needs, marketing initiatives and safety concerns
Effectively communicates with all levels of management, staff and students, as well as all UEC customers
Provides information related to any on-campus events to all inquirers, be they student organizations, faculty/staff, administration or off-campus entities
Answers questions related to the 25 LIVE system
Explains office policies and procedures to student organizations, faculty, staff and administration, and external customers
Refers some calls/visitors as needed to other offices
Manages information to external contacts which include: radio/television stations, company/agency/school human resource personnel, and off-campus potential customers of the university
Reads and understands guidelines, regulations, policies, and references used by employee of the Student Center/ UEC: 25 LIVE manual, technology updates, etc.
Manages all information regarding University activities inputted into the 25 Live website and UEC campus video screens in order to disseminate the correct information related to Student Union events marketing
Communicates with all safety and security personnel regarding events
Communicates and enforce all policies and forms related to events scheduling, office internships, and volunteer staffing

You must complete and submit an electronic application for employment to be considered. Resumes will not be accepted in lieu of completing an electronic application. Applicants seeking Veteran's Preference must attach a DD 214 form. Certificate of Release or Discharge from Active Duty with your application during the process of applying to the job posting. Final candidates are subject to criminal and sex offender background checks. North Carolina A&T State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. North Carolina A&T State University is an Equal Opportunity and Affirmative Action Employer. No one who applies or seeks employment will be denied admission to or employment at North Carolina A&T State University on the basis of race, religion, color, national origin, sex, age, disabling condition, veteran status, political affiliation, genetic information or sexual orientation and sexual identity.

Employee Benefits available to NC A & T permanent employees include the following and more: