EVENT ADMINISTRATOR 3 at Bering Straits Native Corporation

Visit our website at

Equal Opportunity Employer/Veterans/Disabled

SUMMARY

The Event Administrator 3 provides comprehensive event and IT support, managing both the logistical and technical aspects of event planning and execution. This role is essential for the coordination and successful implementation of event-related activities, ensuring seamless operations and support across various departments.

Responsibilities

ESSENTIAL DUTIES & RESPONSIBILITIES

The Essential Duties and Responsibilities are intended to present a descriptive list of the range of duties performed for this position and are not intended to reflect all duties performed within the job. Other duties may be assigned.

• Coordinates with CA’s directorates to maintain a “Shared Drive” for scheduling and usage of facilities such as auditoriums, conference rooms, and training rooms.
• Liaises with different bureaus/departments to gather meeting requirements and oversees the execution of these requirements by the event team.
• Responds promptly within four (4) business hours to all conference, meeting, and event reservation requests, ensuring timely processing.
• Develops room setup schemes and coordinates the storage and distribution of event-related resources including furniture, materials, and equipment.
• Oversees the tasks of other Event Administrators, ensuring adherence to standards and protocols.
• Maintains accurate records of delivered and used items, ensuring proper inventory management.
• Coordinates with IT personnel for necessary support in audio/visual, facility, and IT needs during events.
• Monitors events to manage time effectively, preventing schedule conflicts.
• Generates weekly reports on supply and maintenance requests, maintaining accountability and oversight.
• Facilitates logistical tasks like delivery, movement, and setup of furniture and office equipment for events.
• Conducts daily checks to ensure the security and proper storage of event assets.
• Troubleshoots and resolves equipment malfunctions promptly, reporting issues within two (2) business hours.
• Provides quotations for event services such as translation and catering and maintains records of incurred expenses.
• Offers layout options for events to clients, aiding in the planning process.
• Ensures compliance with security requirements for equipment and visitors during events.
• Maintains the facilities in clean and orderly condition, performing necessary cleaning and maintenance tasks.
• Assists with the billing process for additional event-related expenses.

IT related duties of Event Administrator 3:

• Diagnoses and resolves customer-reported IT incidents efficiently.
• Manages problem tracking and resolution databases to streamline IT support processes.
• Installs, configures, and maintains DOS hardware and software, ensuring operational efficiency.
• Trains and supports staff in the use of audio/visual and teleconferencing equipment, providing hands-on assistance as needed.
• Enforces information security policies and practices in customer support services.
• Oversees and coordinates the installation of IT equipment by vendors and technicians.
• Manages application deployments and change control procedures, ensuring system integrity.
• Facilitates testing and user acceptance processes for IT projects.
• Manages user permissions and troubleshoots desktop and SharePoint issues.
• Reviews and escalates complex IT problems as necessary, improving support procedures.

Qualifications

QUALIFICATIONS - EXPERIENCE, EDUCATION AND CERTIFICATION

To perform this job successfully, an individual must be able to satisfactorily perform each essential duty. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• S. citizenship with the ability to obtain/maintain a minimum SECRET clearance.
• High School Diploma with a minimum of five (5) years of experience in event planning, administrative work, support services, or the hospitality industry.
• 2+ years of experience in computer systems administration or a related field.
• Certifications in Microsoft Office SharePoint Services (MOSS) and CompTIA A+ are preferred.
• Proficient in Microsoft Office Suite and familiar with Department of State systems and infrastructure.
• Skilled in using and training others on audio/visual, teleconferencing, and videoconferencing equipment.
• Excellent customer service, communication, and interpersonal skills.
• Ability to multitask, be proactive, and maintain attention to detail.
• Capable of working independently in a high volume, fast-paced environment.
• Flexible and team-oriented work approach with strong relationship-building skills.
• Ability to perform heavy lifting (up to 60lbs.) and endure prolonged periods of standing.

Knowledge, Skills, Abilities, and Other Characteristics

• Must be a self-starter
• Must be organized
• Must have a Secret Clearance

Preferred

• N/A

NECESSARY PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Employees must maintain a constant state of mental alertness at all times. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Essential and marginal functions may require maintaining physical condition necessary for bending, stooping, sitting, walking or standing for prolonged periods of time; most of time is spent sitting in a comfortable position with frequent opportunity to move about.

DOT COVERED/SAFETY-SENSITIVE ROLE REQUIREMENTS

• This position is not subject to federal requirements regarding Department of Transportation “safety-sensitive” functions.

WORK ENVIRONMENT

Work Environment characteristics described here are representative of those that must be borne by an employee to successfully perform the essential functions of this job. 

Job is performed in an office setting with exposure to computer screens and requires extensive use of a computer, keyboard, mouse, and multi-line telephone system. The work described herein is primarily a modern office setting. Occasional travel may be required.

SUPERVISORY RESPONSIBILITIES

• No supervisory responsibilities.

ADDITIONAL QUALIFYING FACTORS

As a condition of employment, you will be required to pass a pre-employment drug screening and have acceptable background check results. If applicable to the contract, you must also obtain the appropriate clearance levels required and be able to obtain access to military installations.

Shareholder Preference.  BSNC gives hiring, promotion, training and retention preference to BSNC shareholders, shareholder descendants and shareholder spouses who meet the minimum qualifications for the job.

Bering Straits Native Corporation is an equal opportunity employer. All applicants will receive consideration for employment, without regard to race, color, religion, creed, national origin, gender, or gender-identity, age, marital status, sexual orientation, veteran status, disability, pregnancy or parental status, or any other basis prohibited by law.

Equal Opportunity Employer/Veterans/Disabled

We participate in the E-Verify Employment Verification Program. We are a drug free workplace.