Administrative Services & Purchasing Assistant

The Administrative Services & Purchasing Assistant will serve as a support position for Administrative Services and Purchasing department. This role will assist in the areas of scheduling, online events calendar publishing, administrative services tasks, and purchasing assistance. Tasks include scheduling/planning/ coordinating film shoots and meetings/events for staff/faculty, events calendar, outside group inquiries and events, bridal photo requests, event setup forms, requesting certificates of insurance, and various other purchasing and administrative services tasks.

This is an entry-level position.

Work Location: Virginia Beach, VA

Salary: $36,200 annually

• Using Coursedog scheduling program, process and approve room reservation requests for simple meetings in conference rooms and classrooms.
• Process requests for on-campus film shoots from University Marketing, faculty, and staff for Regent business; process maintenance, housekeeping, and contractor space needs for campus projects.
• Proactively add appropriate events to online events calendar; edit according to Regent editorial standards.

• Assist with process requests for meeting/event space rental from outside groups (including CBN and subsidiaries).
• Assist with processing CBN film shoot requests for photo/film shoots on campus.
• Assist with processing outside group requests for bridal photos or short photo shoots on campus.

• Process Special Event Set-Up Forms and diagrams submitted by university staff for upcoming events; work with event coordinators for clarity and conciseness; consider how events can share setups to streamline labor; put into queue for housekeeping setup team. On a weekly basis, check to ensure all forms are listed for upcoming events one month out. Assist with monthly chargeback spreadsheet.
• Request certificates of insurance for caterers; keep updated spreadsheet of all approved caterers with information about current insurance.
• Request certificates of insurance for film student off-campus shoots.
• Assist with BJ’s warehouse club memberships, requests, and receipts.

• Assist with key distribution; assist with data entry in Access database; hang keys; maintain inventory of keys checked out to each department and school. Distribute keys for special event spaces as necessary.
• Assist with access control as directed.

• Assist with furniture relocation as needed.
• Process business card orders: work with requestor, budget manager, and printing company from start to finish including proofing, editing, and paying invoices. Maintain spreadsheet in M drive folder.
• Process Founders Inn reservations from Regent departments: work with requestor, budget manager, Founders Inn reservations manager, and business office from start to finish for reservations and charges to central bill. Maintain spreadsheet in M drive folder.
• Reconcile monthly purchasing card statement for executive director & assistant director.
• Assist with seasonal preparations and campus decorating as needed.

• Submit edits for Purchasing/Administrative Services website and Special Events website as necessary, work with webmaster for changes.
• Assist with paperwork for employee exits.
• Process reservations for A-frames.
• Order office supplies for dept.
• Maintain statistical data for accurate reporting of outside groups, chapel, and Regent-hosted outside group events.
• Learn all specialized programs used in the dept including Genetec for access control, Coursedog for scheduling, keying system, Softdocs; provide back-up clerical support for purchasing and administrative services team.

• High school graduate required; bachelor's degree preferred
• 1 year experience in an administrative office position preferred. 2 years’ experience in keyboarding & Microsoft Word required;
  Excel spreadsheets & Access databases a plus;
  Editing/grammar proficiency required
• Must be comfortable with mobility and able to lift a minimum of 20 lbs
• Must maintain a valid driver’s license with satisfactory driving history

• Detail-oriented, diligent, highly motivated, excellent communication skills and the ability to deal effectively with students, employees, and the public
• Ability to multi-task, prioritize, and manage multiple events and details at one time is essential
• Must put Christ first in every part of his/her life; strive for excellence in work habits and personal life; exhibit…