Venue Services Office Assistant

Venue Services Office Assistant

The Office of Events is a growing department whose primary function is to assure the events hosted by Utah State University "Exceed Expectations". Successful candidates will work with a small team of assistants to complete data entry, financial management, inventory sustainability, and administrative tasks for the Venue Services division. This team plays a vital role in supporting three core operations teams-the Audiovisual (AV) team, the Inside Setup team, and the Event Equipment team. The Venue Services Office Assistants work under the direction of the Assistant Director of Venues. This position requires a balance of administrative precision, data analysis, customer service, and on-site event support. Venue Services Office Assistants work closely with event coordinators, operations staff, and service partners to ensure seamless event execution and that financial responsibilities are fulfilled.

Schedule: * 15-20 hours per week during the semesters. Hours can increase during the event seasons. * Can work to accommodate class schedules but expected to work primarily Monday to Friday between 7:30 am to 5 pm.

Responsibilities

• Data Entry:
• Input labor hours for events from hour-tracking software into event management software, CourseDog to ensure accurate billing
• Monitor equipment inventory quantities, condition, and demand/usage to meet long-term operational goals.
• Financial Management:
• Collaborate with event coordinators to update financial statements with equipment charges for operations teams.
• Audit and reconcile operations-related expenses (equipment, labor, etc.).
• Administrative Tasks:
• Assist in editing and proofreading conference and/or event communications and documents.
• Maintain accurate and timely notes for operations meetings
• Provide general customer service support for events and conferences as needed.
• Assist with administrative projects as assigned to improve team functions
• Miscellaneous:
• Occasional on-site event support in customer service dispatch
• Occasionally helping the setup crews with jobs

Qualifications

Minimum Qualifications: * Experience with data entry and database management. Preferred Qualifications:

• Strong clerical and record-keeping skills
• Strong proficiency in Microsoft Office Suite (Word, Excel), and the ability to learn event management software quickly and proficiently (training provided)
• Experience with event management software
• Demonstrated skill in financial tracking, billing, or data analytics
• Customer service or hospitality experience in an event setting.

Knowledge, Skills, and Abilities: * Time management; Ability to meet deadlines and manage multiple tasks in a fast-paced environment. * Attention to accuracy; Strong organizational skills with attention to accuracy and detail. * Effective communication skills, both written...

USU recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the university's academic mission of learning, discovery, and engagement. USU is an Equal Opportunity employer and does not discriminate in any of its programs and activities based on race, color, religion, sex, national origin, age, genetic information, sexual orientation or gender identity/expression, disability, status as a protected veteran, or any other status protected by University policy or local, state, or federal law.