Operations and Events Coordinator

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Job description

Our client, a higher education institution in Boston is seeking a temporary Operations and Events Coordinator to join their team. The position is approximately three months in length starting mid-October, with the hours being 8:30am to 5:30pm. The position is onsite and is compensating $26 an hour. In this role, you will be responsible for various operational duties such as coordinating work order databases, managing student events, processing vendor invoices, and providing other administrative support. Qualified candidates are encouraged to apply today for consideration!

Responsibilities:

• Answer Operations and events Help Desk/Emergency phone and provides information or redirects call(s) as necessary.
• Coordinate work order database, including prioritizing, quality control, work assignment, high levels of customer service, and work order close-out.
• Run work order reports to look at outstanding orders and follow up on status to complete close-out, and aware manager reports.
• Work regularly with Room Reservations in the Event Management System, especially during peak times.
• Understand scheduling restrictions, policies, and procedures.
• Coordinate operational event needs with work orders on events and work closely with operations teams to ensure seamless events.
• Manage student events and conferences, meet with all Student organizers 6-8 weeks before the conference, help students plan and organize, and staff the conferences.
• Processes vendor invoices, credit vouchers, and transactions for the department.
• Orders supplies as needed.
• Reconciles budgets and assists with maintaining financial documentation, providing information, research statistics, and analysis.
• Responsible for meticulous filing of all payment documents (paper/electronic).
• Provides a range of administrative support to leadership and staff including, but not limited to:
• Word processing, PowerPoint creation, and document management
• Files and records management
• Processing contracts
• Scheduling rooms and meetings, processing financial transactions.
• Contributes to department goals by coordinating alert emails, building signage such as wayfinding, office signage inserts, signage special projects, and general invoicing.

Qualifications:

• Comprehensive knowledge of Microsoft Office Word, Excel, PowerPoint and Outlook applications.
• Ability to successfully manage multiple assignments simultaneously and the ability to manage competing priorities.
• Knowledge of Aware Manager, EMS, Witts Mailroom preferred.
• Working knowledge of audio-visual hardware, software applications, video conference technologies, and related computer systems and programs.
• Excellent written and verbal communication and interpersonal skills are required for supporting staff, fellows, and external stakeholders.
• Requires skill and good judgment in communicating with staff, fellows, and representatives from external organizations, and vendors.
• Demonstrated team player experience.
• Must possess excellent organizational skills and the ability to prioritize work assignments.
• May be asked to work evening hours, weekends, or holidays as needed.
• This position involves occasionally lifting and moving loads weighing more than 40 pounds.
• Will be required to travel to multiple locations around campus daily.

Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser:

Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.

Company Profile:

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting .

We look forward to working with you.

Beacon Hill. Employing the Future (TM)

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