Administrative Specialist, Events (Job #239 ) ($47,887 - $52,841)

General Purpose:

Under general supervision of the Events Manager, this role performs and oversees a variety of associated administrative support and logistical activities for events and trainers, such as specialized recordkeeping, data entry and database management, scheduling and meeting support, and specified information gathering for projects and tasks.

Specific job goals, objectives and tasks are established for each employee as part of the annual evaluation and work plan process. The statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all qualifications, responsibilities, duties, and skills required.

Job Duties and Responsibilities:

• Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.
• Screens incoming calls and correspondence; exercises judgment and responds accordingly.
• Schedules meetings and trainings and arranges logistics if needed for employees and trainers.
• Prepares and produces sign-in sheets, handouts, evaluations, directional signs, and other onsite documents for trainings.
• Processes event registration and cancellation requests.
• Prepares timely and accurate submission of expense requests and reports for the events and management teams.
• Collaborates with the accounts payable team to investigate and reconcile credit card transactions, ensuring accuracy and compliance.
• Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, and other documents and communications from drafts, recordings, or verbal instruction as requested.
  
• Produces documents of various levels of complexity, ranging from plain copy typing to the manipulation of data to create complex presentations.
• Examines, checks, and verifies reports and other documents for completeness, appropriateness, adequacy, and conformity to established requirements; follows up on discrepancies.
  
• Obtains pricing for vendors and catering options, ensuring optimal cost effectiveness and quality; facilitates group food and beverage orders for various internal meetings.
• Attends meetings and takes minutes as requested.
  
• Establishes, maintains, and updates files, databases, records, and other documents; develops and maintains data, and performs routine analyses and calculations in the processing of data for recurring internal reports.
  
• Conducts research to resolve operational questions or issues as requested.
• Establishes and maintains an effective filing and retrieval system.
• Maintains inventory of office and field supplies and departmental records.
  
• Performs other related duties as assigned.

Supervision Exercised:

• No supervisory responsibilities.

Minimum Qualifications and Necessary Requirements:

• EQUIVALENT combination of education and experience can meet minimum qualifications.
• EDUCATION: High School Diploma or GED.
• LICENSE/CERTIFICATION: Valid driver's license and proof of insurance that meets the minimum requirements ($100,000/$300,000) of RCAC corporate liability policy.
• EXPERIENCE: One year of administrative experience. Proficient computer skills with Microsoft Office programs.

Knowledge, Skills, and Abilities:

• Knowledge of modern office practices, procedures, and equipment.
• Knowledge of planning and scheduling techniques.
• Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint).
• Organizing and coordinating skills.
• Database and records management skills.
• Customer service skills.
• Ability to create, compose, and edit written materials.
• Ability to make administrative and procedural decisions and judgments.
• Ability to gather data, compile information, and prepare reports.
• Ability to carry out instructions furnished in verbal or written format.
• Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.
• Ability to maintain confidentiality.
• Ability to analyze situations and adopt appropriate courses of action.
• Ability to meet strict timelines.

Preferred Requirements:

• Associates degree.
• Event planning experience.
• Must pass a background investigation.

Physical Demands:

While performing the duties of this job, the employee is regularly required to sit and stand; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to stand; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision requirements include close vision, distance vision, color vision, and depth perception.

Working Conditions:

Work is typically performed in an office with a moderate noise level. Evening and/or weekend work may be required.

RCAC is an equal opportunity employer and considers all employees and job applicants without regard to race, religion, color, gender, sex, age, national origin, disability, veteran status, sexual orientation, gender identity or marital status, or any other status protected by law. RCAC strives to reflect the diverse constituencies that the organization serves.