The Administrative Assistant will ensure effective preparation and execution of all University ceremonies. 

Duties and Responsibilities 

• Ordering from no fewer than twenty-five to thirty vendors the following: chairs and setups for multiple venues, nursing services, emergency medical transportation, charter buses for shuttles, interpreting services, videography equipment and professionals, janitorial and temporary staff for facilities, audio/visual equipment, security, lumber and stage supplies, golf carts, piano rental and tuning, organ rental and tuning, programs, maps, and tickets. 
• Processing requisitions; keeping track of progress, and ensuring payment for all vendors and items/services required for the event. 
• Working closely with the Purchasing Office and the Business Office to expedite payment and meet all deadlines for deposits and payments. 
• Making preparations for the program and working with the printer, including gathering appropriate names from the Office of the Registrar and Office of the President, obtaining band, organist, and choir selections from appropriate directors, coordinating delivery and payment exchange, verifying information, and cross-referencing previous programs to ensure consistency. 
• Contacting and working with all related Offices within the University 
• Compiling and distributing set ups for each venue. 
• Creating, obtaining, and compiling schedules of ceremonies and related events for distribution to the Committee, campus community, and printer. 
• Reviewing Graduate, Pharmacy, and Undergraduate Communiques for accuracy prior to publishing. 
• Preparing memoranda to Committee members and the campus community. 
• Planning and preparing for Committee meetings. 
• Taking minutes at meetings. 
• Tracking attendance at meetings. 
• Following up on action items discussed in meetings. 
• Scheduling walk-throughs and rehearsals prior to the ceremonies. 
• Participating in walk-throughs and rehearsals and recording notes. 
• Preparing diagrams for sites and providing them to appropriate individuals. 
• Compiling Committee members’ names, positions, contact information, and duties for each ceremony. 
• Identifying and preparing for/assisting special guests (including speakers and public figures). 
• Answering communiques from parents, students, alumni, on-campus entities, and members of the community and responding to inquiries about ceremonies. 
• Coordinating the ordering and distribution of regalia and cords to faculty and students with the on-campus Bookstore and external representatives. 
• Inspecting all venues for Commencement, (over 10 separate locations and multiple activities each day) 
• After-hours and weekend work to set up venues. 
• Day-of communications with necessary parties. 
• All other duties as assigned by Supervisor. 

Requirements 

Candidates must be available to work flexible hours (including weekends and holidays). Candidates must possess a valid driver’s license. 

Qualifications 

Candidates must possess excellent verbal and written communication skills and proficiency in computer programs (Word, Excel, InDesign, and Photoshop)