The Administrative Support Specialist is responsible for providing professional level administrative support for the Office of Special Events and the Assistant Vice President (AVP) of Special Events. This individual organizes, coordinates and oversees office administration and procedures to ensure departmental effectiveness and efficiency.

The ideal candidate is a professional who is experienced in handling a wide range of administrative duties and executive support-related tasks. This position reports directly to the Assistant Vice President of Special Events.

Office Management & Administrative Support

• Provide administrative support to AVP and Director(s) of Special Events
• Provide departmental administrative support and overall coordination to ensure smooth and effective operation
• Work with AVP & Director(s) to develop, organize & implement office policies and procedures
• Work with AVP & Director(s) to enforce institutional policies
• Manage new hire recruitment & onboarding
• Schedule, organize and prepare for meetings, develop agendas, scribe minutes and track follow-up tasks.
• Monitor and maintain event storage areas and inventory of office and event supplies
• Performs other duties as assigned.

Budgets/Financials

• Assist in the preparation and management of the annual departmental budget, and monitor for cost overages and savings, in collaboration with the Assistant Vice President of Special Events
• Prepare and provide budgetary and other management reports
• Ensure all Business Office audit requests are resolved and communicated in a timely manner to all involved parties
• Process purchase orders, requisitions and invoices for vendor payments for OSE
• Process contracts and agreements for OSE in collaboration with EVMS Materials Management and Office of General Counsel
• Process weekly departmental Procurement Card allocations and monthly reconciliations for OSE

Campus & Institutional Event Support

• Assist with the facilitation of Special Events Task Force committee meetings; generate reports in Resource Scheduler and follow up with departments and organizers as needed
• Provide logistical support for large-scale institutional events such as New Student Orientations and Commencement
• Manage campus partner requests for inventory or use of OSE assets
• Prepare event related materials such as notebooks, packages, gift bags, registration lists, seating charts, name badges or other
• Order and oversee food & beverage for events
• Help facilitate set up, onsite production and clean-up for events
• Provide logistical support to other events or staff as needed

Minimum Qualifications and Skills:

• Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook email) and web-based virtual meeting and other platforms.
• Exceptional oral and written communication skills and strong listening skills.
• Ability to work with senior administration, donors, academic leadership and campus partners with the utmost professionalism and discretion.
• Ability to develop and maintain effective relationships with internal and external constituents including campus partners, vendors, public, customers and co-workers; while working cooperatively and effectively with others to achieve common goals.
• Ability to effectively multi-task and manage time, deadlines and resources to ensure projects and events are completed successfully with minimal supervision. Meets attendance/punctuality requirements.
• Ability to adapt to changing work environments, work priorities, and organizational needs. Takes independent action to address and resolve problems.
• Ability to expresses ideas effectively and demonstrate sound judgment with regard to decision-making.
• Ability to deal with others in a direct honest manner and comply with all ODU policies and procedures.
• Ability to calculate figures and amounts such as discounts, interest, proportions and percentages. Ability to apply concepts of basic algebra and statistical analysis.

Preferred Qualifications:

• Preference will be given to candidates with experience in healthcare and/or a higher education institution.