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Job ID: 166064

Administrative Assistant for University Events
Stevens Institute of Technology

Date Posted Aug. 27, 2021
Title Administrative Assistant for University Events
University Stevens Institute of Technology
Hoboken, NJ, United States
Application Deadline Open until filled
Position Start Date Available immediately
  • Classified Staff
  • Administrative Support/Services

Job Description

*Summary:  *
Reporting to the Executive Director of University Events, the Administrative Assistant is responsible for supporting the Executive Director in the daily functions of running the Office of University Events.

*Essential Responsibilities: *Responsibilities include but are not limited to:

  • Scheduling meetings, booking rooms and maintaining calendars for Executive Director, including taking and distribution of agendas and meeting minutes, and booking catering / room setups
  • Answering the phone and email for the Executive Director and, when necessary, for the OUE, routing calls and emails appropriately
  • Creating/editing departmental emails/correspondence to Stevens and general community
  • Ordering office/department supplies and maintaining an inventory of such
  • Along with the Executive Director, coordinating Commencement and Convocation ceremonies and related activities.
  • Assisting in running and/or monitoring events for the department when necessary
  • Learn and utilize Stevens’ electronic financial system (Kuali); prepare purchase orders and other financial documents, contact vendors, deposit box office and rental revenue
  • Keep accurate records and filing system, including historical information on the performing arts at Stevens and Stevens Commencement ceremonies
  • Help research new initiatives for OUE when necessary
  • Coordinate publicity and marketing materials for DeBaun PAC, including website, newsletters, posters, programs, and social media
  • Create and facilitate agreements for rentals of Stevens facilities to outside organizations

*Required qualifications:  *The successful candidate will be detail-oriented and organized with the ability to enthusiastically approach new projects and manage multiple tasks simultaneously. In addition they must have:

  • Professional verbal and written communication skills, with the ability to interact with all members of the Stevens community and visitors in a positive manner.
  • Prior administrative support experience, with a knowledge of higher education a plus
  • High School diploma; Associate or Bachelor’s degree preferred.
  • Strong computer skills including knowledge of Microsoft Office, incl. Word, Outlook, and Excel.

*Knowledge and Skills:  *Must exhibit strong interpersonal skills with the ability to deal with challenging situations in a diplomatic and calm manner.  The willingness to learn new technologies in addition to becoming more proficient in current programs is essential.

Office of University Events
General Submission Guidelines:
In order to be considered a candidate for any job at Stevens, you must submit an online application. Please attach a cover letter and resume with each application. Other requirements for consideration may depend on the job.

Please reference in your cover letter when
applying for or inquiring about this job announcement.

Contact Information

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pertaining to this university job announcement.


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