Administrative Coordinator for Events

1 week ago

Houston, Texas, United States Rice University Full time

Application Instructions:
Interested candidates are encouraged to submit a cover letter and resume in PDF format.

Position Overview:


Under the supervision of the Parking Manager, the Event and Department Coordinator will undertake various administrative tasks within the Parking Department at Rice University.

This role involves reporting directly to the Parking Manager and may include special projects assigned by the Director of Parking Operations.


Work Environment:


This position requires on-site presence, with all responsibilities to be executed in person at the Central Campus Garage, Monday through Friday, from 9:00 am to 5:00 pm. Flexibility to work evenings and weekends may be necessary. As per university policy, work arrangements are subject to modification.
Responsibilities may include prolonged periods of standing or sitting, particularly during busy customer service times, and occasional walking across campus for various tasks.
Ability to lift items weighing up to approximately 50 lbs is required.
Must handle high-pressure situations with sound judgment and decision-making skills.
Exemplary judgment and tact are essential at all times.

Occasional outdoor duties may be required, necessitating adaptability to varying weather conditions.


Compensation Range:
$18.89 to $21.00 per hour.

Qualifications:
High School diploma or equivalent

Minimum of 2 years of administrative experience. Additional relevant education and/or experience may be considered in lieu of the stated requirements on a year-for-year basis.


Required Skills:


Experience with computer systems training and implementation, particularly in parking management for large operations, is preferred.

Familiarity with fee-based parking systems, traffic control devices, accounting, and revenue management is advantageous.

Experience in supervisory roles, visitor operations, event parking management, and knowledge of applicable federal, state, and local regulations regarding enforcement, traffic, and parking is desired.

Demonstrated excellence in customer service is crucial.
Experience in a higher education setting is preferred.
Proficiency in computer applications, particularly spreadsheets and databases, is necessary.

The Event and Department Coordinator should be willing to engage with new systems, especially parking software, as they are implemented.

Building trust with university faculty, staff, and students is vital to ensure that their interests are prioritized and understood.

Ability to devise solutions and strategies for various challenges is essential. Creativity in addressing parking system issues is expected.
Sound judgment in applying established procedures correctly is necessary.

A self-motivated individual with sufficient experience to create systems and procedures that align with university needs is preferred.

Strong interpersonal communication skills are required to effectively engage with customers, colleagues, and subordinates.

It is important to foster confidence among peers and be recognized as a professional member of the campus support staff.


Preferred Qualifications:
Experience with Oracle
Familiarity with cloud-based applications (Google Docs, Google Sheets, etc.)
Proficiency in Adobe Software
Experience with financial systems for procurement and expense processing.

Key Responsibilities:
Coordinate the parking event process, maintaining an activity schedule for parking attendants. Review campus event calendars to ensure effective communication of events affecting parking to the Parking Supervisor. Distribute updated activity schedules weekly.
Ensure a high standard of customer service within the Parking Department, acting as the primary customer service representative for events.
Maintain inventory of office supplies and place orders as necessary.
Serve as the department's webmaster, responsible for updates and modifications to the parking website.

Coordinate with signage companies to procure necessary materials for parking and other facility requirements.

Collect and manage data to assist in report preparation, utilizing various software applications.
Oversee marketing and promotional efforts for the Parking Department on campus.
Assist in the evaluation, testing, and enhancement of the AIMS and Skidata systems, including updates to the AIMS web interface for upcoming registrations.

Conduct regular audits of parking records to verify correct fee payments for selected parking options.

Facilitate smooth communication within the Parking Department.

Collaborate with the Parking Supervisor to assign and implement event parking logistics and assist in coordinating event parking staff.

Plan and organize training sessions on AIMS and Skidata Parking System software alongside the Parking Supervisor, as well as other training needs.

Fulfill the duties of a parking attendant or registration clerk as required.
Perform additional related tasks as assigned by the Parking Manager.

Additional Responsibilities:
This role will represent the university publicly.

A friendly demeanor, cooperative spirit, and ability to create a positive impression within the Rice community are essential.

This position will involve frequent interactions with students, faculty, and staff.
Engagement with the external community and visitors attending campus events is expected.
May lead temporary or event staff.

Rice University HR | Benefits:

Rice Mission and Values:
Mission and Values | Rice University
Rice University is an Equal Opportunity Employer committed to diversity at all levels.

It considers for employment qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national or ethnic origin, genetic information, disability, or protected veteran status.

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