University Convocation Onsite Regalia Assistant

Position Overview

The Regalia Assistant works alongside the Gaspard Regalia Lead to support the logistics of graduation regalia distribution at university convocation events.

This is a hands-on role focused on organization, inventory, workflow, and team coordination. Candidates with experience in logistics, warehouse operations, shipping/receiving, inventory, event operations, or team leadership are strongly encouraged to apply.

Assistants who demonstrate strong organization, reliability, and leadership ability may be trained for future Regalia Lead assignments.

Responsibilities

• Assist with unpacking, staging, organizing, distributing, and returning graduation regalia.
• Help organize gowns, hoods, and other items by ceremony, category, and location.
• Assist with electronic scanning, inventory tracking, and onsite payments.
• Help coordinate and delegate tasks to approximately 5–15 gown attendants.
• Support training of gown attendants on setup, distribution, returns, and customer service.
• Monitor workflow and help keep graduate pickup and return lines moving efficiently.
• Assist with troubleshooting onsite logistical issues.
• Repack, label, and stage returned regalia for shipment.
• Reset and organize regalia between ceremonies.
• Maintain a clean, organized, and professional work area.
• Communicate with the Regalia Lead, university staff, graduates, and faculty as needed.

Ideal Experience

Experience in any of the following is a plus:

• Logistics or warehouse operations
• Shipping and receiving
• Inventory or materials management
• Event operations
• Team coordination or delegation
• Supervisory or lead roles
• High-volume retail or customer service

Direct regalia experience is not required. Training is provided.

Requirements

• High school diploma or equivalent.
• Strong organizational and communication skills.
• Comfortable working in a fast-paced environment.
• Basic computer skills, including Word and Outlook.
• Ability to learn scanners, laptops, and payment devices.
• Ability to travel and stay overnight for assigned events when needed.
• Availability during peak convocation seasons.

Training & Growth

Hands-on training will cover regalia logistics, inventory, scanning, distribution, returns, equipment, customer service, and team coordination.

Strong performers may be considered for additional training and future Regalia Lead opportunities.

Nothing in this job description restricts management's right to assign or reassign duties and responsibilities at any time.