Conferences & Events Department Administrative Assistant

About the role

This position performs office management, clerical, and administrative duties for the Conferences & Events department to provide efficient office operations, represent the department in a professional manner to both external clients and Calvin Hosts, and coordinate events processes with Calvin Campus Partners (Facilities, Campus Safety, Creative Dining Services and Calvin Production Team). This person also serves on the Convocation and Commencement planning committees.

Job status: Full time, 1.0 FTE, hourly, non-exempt, in person.

Responsibilities

• Customer Service: Manage the Conferences & Events department front desk presence; provide exceptional customer service to Calvin hosts, external clients, and event attendees by responding to emails, phone calls, and requests for information regarding conferences, events, and box office services; maintain the Conferences & Events and Box Office webpages and shared email inboxes; respond to student questions and inquiries received through the Commencement email inbox.
• Communication & Coordination: Manage the Conferences & Events department calendar and maintain accurate scheduling information; assist with scheduling events and approving reservation requests; enter, update, and maintain event information in event management software and box office software; assist with communication and coordination of event-related needs with internal campus service providers; assist with scheduling and communication for student workers, event staff, and volunteers; manage records and distribution of dormitory and apartment keys and keycards for summer camps and conference guests.
• Event Operations & Financial Support: Assist with ticket sales, season ticketing, and event-related reporting; support invoicing, billing, and payment processes for the Conferences & Events department; provide on-site operational support and assistance during events, as needed; some evening and weekend work on occasion.
• Administrative Support: Provide administrative support to the executive director, department directors and event planners as needed; assist with departmental projects, recordkeeping, and other administrative functions as assigned.

Qualifications

• Education and/or Experience: Bachelor's degree plus 1-3 years professional experience or an equivalent combination of education and experience preferred.
• Skills: Strong organization, written and verbal communication, interpersonal and analytical skills; knowledge of computers and Microsoft suite required.
• Communication Skills: Ability to greet callers and visitors, answer questions about the university, employ good communication skills and tact; serve as first point of contact; proofread correspondence for spelling, grammar, and content errors; may occasionally handle confidential information.
• Complexity: Ability to carry out detailed written/oral/diagram form instructions; deals with standardized situations involving several variables.
• Decision Making/Judgment: Regularly requires independent judgment in setting priorities and organizing work to accomplish results; some responsibilities performed in accordance with existing procedures and instructions.
• Working Relationships: Frequent participation with peers or customers; deals with routine items under frequent supervision; participants address common issues and present information beneficial and routine to resolving problems.
• Physical Demands/Work Environment: Routine office conditions, usually without exposure to hazardous or unpleasant conditions.
• Faith and Educational Commitment: Commitment to the educational mission of Calvin as a Christian liberal arts University affiliated with the Christian Reformed Church; commitment to the Christian faith and to the integration of faith, learning, and student development.
• Diversity Commitment: Demonstrated awareness and commitment to effectively establishing relationships and positive communication across multiple dimensions of diversity including, but not limited to, race, gender, physical limitations, class, or religious perspectives.
• Supervisory Responsibilities: None.
• Reasonable accommodations may