Job details

Office Manager/Administrative Coordinator

Apply here:

https://belmont.csod.com/ats/careersite/jobdetails.aspx?site=10&c=belmont&id=2676

Are you interested in being a part of a team that can transform the trajectory of Belmont University while impacting lives in our local community and beyond? As part of the Office of Strategic Venues & Event Services (OSVES) team, you’ll have the opportunity to be a part of new and evolving division tasked with bringing campus events and strategic event spaces to life as we imagine the possibilities of global impact through the diverse creativity, gifts, talents and stories of students, faculty, alumni, artists, performers, and some of the world’s premiere experts. As the Office Manager/Administrative Coordinator, you’ll play a critical role in helping Belmont reach its aspirational vision of becoming the leading Christ-centered university in the world.

We are building a team of creative, service, and entrepreneurial minded leaders who demonstrate high levels of hospitality and collaboration. Join a fast-paced and dynamic environment that invites your strategic input! We are looking for an Office Manager/Administrative Coordinator who will provide primary support to the Office of Strategic Venues and Event Services. This role will be a key player on the team anticipating team needs, managing administrative tasks, office duties, and operational budgets while ensuring the highest quality customer service for internal and external constituents.

The most important responsibilities of the Office Manager/Administrative Coordinator will include supporting the AVP of Strategic Venues & Events, Executive Director of Fisher Center for the Performing Arts, Senior Director of Curb Event Center, and the Senior Director of Event Services with, calendaring, managing operational budgets, and ensuring that administrative tasks and projects are completed with a high level of efficiency, confidentiality, accuracy, flexibility, and positivity in order to support the fast-paced work environment of venue management and events.

Essential Functions:

Provide administrative support to the AVP and OSVES leadership (Fisher, Curb, Event Services), including coordinating external and large team meetings; booking meeting space; assisting with other projects, as needed.
Perform office management duties for the Office of Strategic Venues and Event Services, including but not limited to: mailing; overseeing equipment rotations/upgrades/purchases, and serving as the departmental liaison to the Service Desk; on-boarding new employees to include office/phone/computer set-up, office equipment and policy/procedures orientation, and business card orders; maintain effective filing system for diverse information including confidential files, contracts and guidelines, processes and procedures in collaboration with department leaders; maintaining inventory and ordering office supplies as needed; and recording and reporting employee leave time.
Support invoicing and billing for events as needed; ensure accurate and efficient profit, loss, and settlement data entry via financial management software.
Coordinate with vendors for accounts payable and accounts receivable; serve as a reliable customer service contact.
Serve as the budget manager for operational budgets within the division; work closely with the division’s Business Operations & Finance Specialist; oversee purchase approvals via the University’s purchasing system; attend university budget manager meetings staying up to date on pertinent processes and protocol.
Assist in posting, recruiting, hiring and managing student staff for administrative roles in the division including reception area support.
Provide a high level of friendly and efficient customer service to internal and external constituents through answering phones, email communication, site visits as needed, and general customer support for the Office of Strategic Venues and Event Services.
Support the AVP and Senior Director of Curb Event Center & Strategic Events in the production of special events and initiatives, often working with colleagues from a variety of campus offices.
Work collaboratively and have a deep understanding of the Events Management Software (EMS) for division as needed.
Manage monthly reporting for credit card purchases for the division (OSVES).
Perform other duties as assigned.

Qualifications (Knowledge, Skills and Abilities):

Strong organizational and prioritization skills to manage multiple ongoing projects.
Strong interpersonal, verbal and written communications abilities for effectively working with students, faculty, and staff.
Ability to self-manage and act independently.
Proficient in Microsoft Office including OneDrive, Word, Excel, and PowerPoint.
Ability to learn the global view of the division and university at large, helping to provide connectivity and efficiency to the entire team.
Ability to learn campus administrative computing databases – Banner software, BPS software, and EMS scheduling software
Experience working in a fast-paced environment and the ability to respond to high-pressure situations.
Ability to work effectively with a wide range of constituencies in a diverse community.
Ability to provide a high level of customer service in a professional, friendly and efficient manner.
Must have a working understanding of budgeting and bookkeeping, including financial management software.
Demonstrated event management and planning skills are preferred.
Experience working in a fast-paced environment and the ability to respond to high-pressure situations. Ability to thrive in an environment of hard work.
Ability to work effectively with a wide range of constituencies in a diverse community.

Job Type: Full-time

Benefits: