Conferences & Events Department Administrative Assistant

JOB TITLE: Conferences & Events Department Administrative Assistant

JOB STATUS: Full time, 1.0 FTE, hourly, non-exempt, in person

SUMMARY
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.

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

EDUCATION and/or EXPERIENCE

The position requires a bachelor's degree plus 1-3 years professional experience or an equivalent combination of education and experience preferred. Strong organization, written and verbal communication, interpersonal and analytical skills required. Knowledge of computers and Microsoft suite required.

SUPERVISORY RESPONSIBILITIES

None.

COMMUNICATION SKILLS

The position requires the ability to greet callers and visitors, answer questions about the university, and employ good communication skills and tact. This person will be the first point of contact in our office space for clients and other partners at Calvin. Proofread correspondence for spelling, grammar, and content errors. May occasionally handle confidential information.

COMPLEXITY

The position requires the ability to carry out detailed written/oral/ diagram form instructions.  Deals with standardized situations involving several variables.

DECISION MAKING/JUDGMENT

This position regularly requires independent judgment in setting priorities and organizing work to accomplish results.  Some of the responsibilities of this position are performed in accordance with existing procedures and instructions.

WORKING RELATIONSHIPS

The position requires frequent participation with peers or customers, and deals with items of a routine nature with frequent supervision. Participants address common issues and present information beneficial and routine to resolving problems.

PHYSICAL DEMANDS/WORK ENVIRONMENT

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. The work in this position is performed within routine office conditions, usually without exposure to hazardous or unpleasant conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

FAITH and EDUCATIONAL COMMITMENT

1. Commitment to the educational mission of Calvin as a Christian liberal arts University affiliated with the Christian Reformed Church.

2. A 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.