Job Title: AMSE Events and Administrative Associate

Job Family: Clerical

Reports To: Associate Director of AMSE

Number/Titles of Subordinates: 0

Peers: AMSE/BEI Coordinator

EEO: Office Clerical

N/E: Non-exempt/Hourly; 30-40 hours per week/ flexible

Main Purpose of the Position:

·  Assists in the planning, coordinating and the implementation of meetings and events.

·  Provide administrative and clerical support to ensure the efficient operation of the department.

Christian Role Model Commitment:

•  Express a testimony of a personal relationship with God through Jesus Christ.

•  Serve as a Christian role model and a consecrated Christian, dedicated to the purpose and goals of the Christian school.

•  Have an understanding of the philosophy and objectives of Valley Christian Schools.

•  Be regular in attendance at a Christian Bible believing church of your choice.

•  Be agreement with the VCS Statement of Faith and be committed to daily prayer and spiritual growth. (I Tim. 1:3; I Tim. 2:1-8; I Tim. 3:1-13; I Thess. 5:11-28; Rom. 12:14-21; Rom.14: 4; Gal. 6:1-10).

Personal and Professional Qualifications:

·  Have a proven evidence of adequate preparation, background and ability required by the position.

·  Be committed to implement and enforce policies and follow prescribed procedures.

·  Have the skill to make and effectively communicate timely decisions.

·  Have the ability to foster creativity and be responsible for innovative ideas.

List Job Duties:

·  Coordinate event and meeting logistics, including registration, presentation and materials support and pre- and post-event evaluations.

·  General clerical duties including word processing, formatting, editing, proofreading and process a variety of documents and forms including correspondence, notices, reports, application, memos, contracts and other documents.

·  Assist students and parents by providing information related to specific program areas, receive office visitors, telephone calls and emails and respond to inquiries for information and assistance.

Essential Functions:

Event Planning, Production& Administration

1.  Maintain master calendar: coordinate meetings and scheduling of events on the calendar.

2.  Send out invitations and manage RSVP list.

3.  Book event/meeting space, arrange catering, order supplies, equipment and signage, and ensure appropriate décor to meet quality and brand expectations.

4.  Prepare nametags, materials, notebooks, packages, gift bags, registration lists, seating cards, etc.in support of meetings and events

5.  Manage events on the day of, including problem solving, welcoming guests, directing event set-up, communicating with staff and organizing vendors

6.  Coordinate with Communications Associate and the Marketing department to effectively promote meetings and events

7.  Oversee meeting preparation including photocopying, supplies ordering, catering, packing & shipping of event materials

8.  Staff events as needed and manage on-site registration etc.

9.  Create on-line registrations and evaluations and prepare post-event reports

10.  Monitor budgets and provide periodic progress reports for each event project

11.  Propose new ideas to improve the event/meeting planning and implementation process

12.  Perform related duties as required.

General Clerical Support

  1. Typing documents and correspondence and emails
  2. Checking and entering data
  3. Monitoring and ordering inventory of office supplies
  4. Prepare outgoing mail and packages
  5. Handle travel arrangements for staff and students
  6. Greet and assist visitors
  7. Photocopying and scanning documents
  8. Perform related duties as required

Supervisory Responsibilities: none

Knowledge and Skills:

·  Excellent written and verbal communication skills

·  Thorough knowledge of office procedures, methods and equipment

·  Mastery: Basic computer applications such as word processing, spreadsheets and databases

·  Mastery: Basic principles of business letter writing and report preparation

·  Ability to learn and apply new information and skills

·  Ability to plan and organize work to meet changing priorities, multiple events and deadlines

·  Ability to establish and maintain positive working relationships

·  Two – three years event planning experience

·  Innovative and resourceful; actively seeks opportunities to improve the meeting and events process

·  College degree preferred; May substitute 2-3 years relevant work experience

·  Detail oriented, excellent judgment and highly organized work style

Fiscal Responsibilities: (Budget responsibilities, approval privileges, reporting and auditing)

none

Extent of Public Contact: (Type and frequency)

Daily contact with teachers, staff, coaches, students, parents, guests and school administrators.

Physical Demands: lifting, walking, equipment operations

Working Conditions and Environment: May be some travel, usual work hours, environmental conditions