Event Assistant

Title: Event Assistant

Department: Event & Conference Services

Campus Location: Arnold/Main Campus

Salary Range: $18/hr

Work Mode: This position requires a full-time in-person presence on campus or at alternative locations.

Work Schedule: Varies

Position Type: Hourly and Temporary, Non-Exempt

Position Summary

The Event Assistant/Event Scheduler serves as the initial contact for internal and or community non-academic scheduling requests and schedules space for external customers; provides information to requesters regarding event scheduling policies and procedure; assist Manager of Event and Food Services with accounts receivable. Additionally, the Event Assistant assigns resources, confirms reservations, generates work orders and assists in event setup and support, communicates event needs to service providers and generates confirmation letter for external customers as well as performs general office duties. The Events assistant provides guidance in the use of the College event scheduling system and assist the Manager of Event and Food Services with the updating of data in the scheduling system. Oversee the scheduling and monitor Information Exchange Tables.

Anne Arundel Community College (AACC) is committed to enriching the educational experience it offers through the diversity of its faculty, administrators, and staff members. The college seeks to recruit and support a broadly diverse team who will contribute to the college's excellence, diversity of viewpoints and experiences, embrace concepts of equity and inclusiveness, and support the equal rights of all people by advancing the understanding and appreciation of differences including age, race, gender, ability, religious convictions, socio-economic status, ethnic heritage, or sexual orientation.

While we appreciate your interest in employment with Anne Arundel Community College, applicants must be currently authorized to work in the U.S. on a full-time basis. Employment-based visa sponsorship (including H-1B sponsorship) is not available for any position.

In the best interest of the College, only individuals who are residents of Maryland or one of the following states will be eligible for employment at the college: Delaware, Pennsylvania, Virginia, West Virginia or the District of Columbia. The college will annually review this restriction and, if appropriate, expand the list of states of employment eligibility.

Pay dates occur on the 7th and 22nd of each month. If those dates fall on a weekend, the pay date occurs on the Friday prior to the 7th and 22nd.

As a temporary employee you are entitled to sick and safe leave benefits.

Job Duties and Responsibilities

Process internal requests for college events received through the 25 Live scheduling system including communicating the event needs to the College service providers. Assist with training of college users in 25 Live.

Confer with internal and external customers regarding event and meeting requirements determining the appropriateness of location, setup, equipment, and staffing. Confirm event reservations with customers, including scheduled space and resources. Develop contingency plans and manage last-minute changes to scheduled events

Process facilities use request forms received from external customers and enter information into the 25 Live scheduling system. Assist with preparation of confirmation/contract letters and invoices for external clients. Ensure that clients are made aware of guidelines and policies governing the use of college facilities. Process facility rental payments, and forward to Accounts Receivable.

Coordinate information exchange table scheduling for both internal and external groups and ensure adherence to college policies regarding usage of information tables and approve vendor fliers for display on campus bulletin boards in accordance with college policies.

Coordinate the schedule of the Pascal Center Art Gallery exhibits with the internal and external exhibitors.

Required Qualifications:

Successful office experience, Working knowledge of MS Office
Ability to engage with internal and external contacts to share information, build relationships, or gain cooperation; with tact and diplomacy.
Up to six months of experience
High School degree or equivalent

Preferred Qualifications:

Event support and hospitality experience