Event Operations Assistant (Student)

About this role

Work Where You Learn: Build Experience, Grow Skills, and Contribute to Your University Community.   This position is available only to enrolled American University students.

Most student positions at American University are eligible to use Federal Work Study (FWS) awards, with a few exceptions. FWS funds cannot be applied to janitorial, construction, partisan or sectarian positions. For information or questions regarding FWS funds, please contact American University's Office of Financial Aid.   Important guidance for current American University employees: American University current employees, including those employed in student positions, must apply through their employee Workday account. If you are a current employee at American University, please log into your employee Workday account and select the Find Jobs report which will take you to our internal career listings. Applying outside of your employee Workday account may cause delays in a hire process. Department:

University Special Events

Time Type: Part time

FLSA Status: Non-Exempt

Job Description:

Summary:

The Office of Special Events is a collaborative team that plans and supports a wide range of campus-wide and AU House events, including academic ceremonies, university-wide events, and presidential initiatives.  The Student Operations Assistant provides administrative and event support to the Office of Special Events. Working under the direction of the Director and Assistant Director of Special Events, this position assists with event preparation, event-day operations, and post-event follow-up while gaining hands-on experience in event management. 

This role supports the day-to-day operations of the office by assisting with event logistics, maintaining event materials, preparing communications and event documents, and providing excellent customer service to campus partners and guests.      This position supports events, provides administrative support also responsible for budgetary management needing to perform duties such as tracking and reconciling complex budgets, vendor management, ROI tracking, and coordinating and activating institutional resources when appropriate. This dynamic position also has the opportunity to perform other related duties as assigned. The omission of specific duties does not preclude the supervisor from assigning duties logically related to the position.     This position will assist the Director of Special Events and the Assistant Director of Special Events in executing event strategies for the division.

Essential Functions:

1.) Administrative Support • Monitor and respond to department email accounts by routing inquiries to the appropriate staff member and assisting with routine communications as directed.  

• Manage and track event budgets, reconcile expenses, and submit invoices for payment.  

• Oversee the borrowing of department-lendable items while maintaining organization and inventory.  

• Maintain event files, shared calendars, digital documents, and other administrative resources to support office operations.  

• Develop relationships and manage contracts with on-campus venues, departments, caterers, photographers, and other partners.  

• Compile meeting materials, agendas, and post-event meeting notes as requested.  

• Prepare event supplies, signage, registration lists, name tags, programs, and other departmental materials.  

• Support post-event administrative tasks, including cataloging feedback and assisting with event closeout documentation.  

• Perform other administrative duties and special projects as assigned by the Director or Assistant Director of Special Events.  

2.) Event Support • Assist the Special Events team with executing university events, including commencement ceremonies, university receptions, presidential events, and other strategic programs.   

• Provide event-day support through event setup, welcoming guests, staffing registration and check-in, directing attendees, monitoring event spaces, and assisting professional staff with operational needs through breakdown.   

• Maintain event timelines, checklists, and other planning documents under the guidance of professional staff.   

• Represent the Office of Special Events in a professional and courteous manner when interacting with students, faculty, staff, vendors, and guests.   

• Support post-event breakdown, inventory, and organization of event materials and equipment.  

  Competencies: • ​Prioritizing and Organizing​ .  

• Developing Plans​.

• Making Accurate Judgments and Decisions​.

• Acquiring and Analyzing Information​.   

• ​Displaying Creativity. ​    

• Supporting Coworkers​.

• Acting Strategically​.

• Serving Customers.

  Position Type/Expected Hours of Work: • Part-time.

• 20 hours per week.    

Salary Range: • $20.00 per hour.

Preferred Education and Experience:   • ​​Bachelor's degree​ or equivalent experience supporting event logistics and/or communication efforts.

• ​​2 - 4 years of relevant experience​.    

Additional Eligibility Qualifications: • Experience supporting the planning and execution of high-level events is preferred.  

• Excellent written, verbal, interpersonal, and customer service skills.  

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Work may be required evenings and weekends in support of university events such as the annual Commencement Weekend and/or to meet deadlines.     

Other Details • This position is available only to enrolled American University students.

• Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

• American University is an E-Verify employer.

• Visit https://www.american.edu/hr/ for additional information about American University

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