Contracts and Events Coordinator
Contracts and Events Coordinator
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Not Disclosed
Salary Not Disclosed
1 Vacancy
Job Description
The Contracts and Events Coordinator oversees critical administrative tasks within the Libraries related to contract management budgetary support procurement and event management. The Coordinator plays a crucial role in streamlining managing and training on Libraries operational processes ensuring departmental efficiency and compliance.
Essential Duties And Responsibilities
Work closely with the Office of Procurement and Legal Affairs to develop and oversee the Libraries administrative procedures for service contracts and the procurement of goods/services including: determining the need for a contract creating contract agreements maintaining contract oversight determining purchasing method and ensuring process integrity. Creates and updates documentation for departmental workflows and processes. Leads training for Libraries personnel related to event management contracts budgeting and purchasing requirements. Reviews International Organization for Standardization ISO requirements and retention schedules to establish and adhere to standards for digitally storing documents. Ensure compliance with accounting requirements by maintaining accurate records and identifying and resolving discrepancies in purchase orders vouchers and project accounts. Provides backup for accounts payable functions for Accounting Clerk. Processes and reviews invoices for all event related expenses and prepares yearend reports. Provide guidance support and supervision to the Special Events Coordinator and student assistants to ensure events within the Libraries are properly planned and well executed. Assists with coordinating event logistics as needed. Performs other duties as assigned.
Minimum Qualifications
Bachelors degree in business administration finance or related degree. Minimum of two 2 years of experience in events management administration accounting or other related areas or six 6 years equivalent mix of education and relevant experience in similar role. Minimum of three 3 years in a supervisory role.
Preferred Qualifications
Proficiency with PeopleSoft and Mazevo events management system. Experience in accounting and with creating documentation.
Work Schedule
MondayFriday; 8:00am5:00pm. Flexibility is required to ensure the department is appropriately staffed in order to satisfy all service needs. Professional development conferences and training may require travel and/or overnight accommodations.
Required Experience:
IC
Employment Type
Full-Time
