Essential Duties and Responsibilities
  The Event Services and Office Management Specialist is responsible for handling a wide range of duties that support the smooth operation of the college's event services and office management. This includes answering and routing incoming calls, providing information to the public, managing event logistics, maintaining financial records, and overseeing student employees. The coordinator will assist the Director and Assistant Director in scheduling and coordinating meetings, events, and communications with internal departments and external agencies. The position requires excellent organizational, communication, and time-management skills, along with the ability to solve problems, multitask, and maintain accurate records. Additionally, the role involves ensuring the maintenance of office equipment, updating Standard Operating Procedures (SOPs), and contributing to the upkeep of the department's website. The individual will need to work independently, take initiative, and maintain a positive, welcoming environment for both staff and visitors.

Characteristic Duties and Responsibilities

1. Answer and route incoming calls on a complex digital telephone system, assisting callers by identifying needs and providing accurate information from various sources regarding departments, directions, phone numbers, operational hours, and general college inquiries. Dispense information in person when call volume allows and assist in training call substitutes or student employees.
2. Process reports related to telephone operations, maintain call records, and handle high call volumes efficiently while ensuring accurate name spellings from the database. Report console or computer issues to the supervisor as needed.
3. Work closely with Risk Management by contacting them during emergency and non-emergency situations to ensure proper communication and response.
4. Maintain financial and administrative records, including tracking income and attendance for college events, managing budgets, preparing invoices, and generating detailed reports while ensuring compliance with Laredo College policies and procedures.
5. Facilitate communication and coordination by maintaining consistent contact with team members via email, phone, electronic messages, and walkie-talkies.
6. Assist the Director and Assistant Director in scheduling, coordinating, and communicating with various departments and external agencies for meetings, special programs, exhibitions, conferences, and other events. Accurately record and maintain meeting minutes.
7. Oversee office operations, including the use and maintenance of office equipment, such as computers and copy machines, and ensure the timely submission of necessary reports and documents to the business office.
8. Develop, update, and implement Standard Operating Procedures (SOPs) to ensure efficiency and clarity in operations. Manage work orders for building and equipment maintenance.
9. Assist with the upkeep of the departments website, facilitate document and material delivery, and handle cash payments when necessary.
10. Assist with on-campus events as needed by the department, including setup, coordination, and logistical support to ensure smooth operations and successful execution.
11. Perform other duties as assigned by the Director.

NOTICE:  Required Documents
To be considered for this position, you are required to upload your unofficial transcript(s). If recommended for this position an official transcript(s) will be required. In addition, if a license or certificate is required for this position, upload proof of your current license/certificate.
 
Required:

• Associates Degree in business or related discipline with the intent to complete at BA within 5 years.
• 5 years experience in working in a customer service and/or office environment with a strong emphasis on bookkeeping and accounts reconciliation.
• Valid driver's license and vehicle insurance with reliable transportation.  

• Bachelors Degree in Business or related field.
• Full time Higher Education work experience. Minimum of 3 years.
• CPR Certification.

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