Conferences & Events Department Administrative Assistant

Calvin University; Grand Rapids (MI); On-site; USD 25,000 - 33,000; Full time

Job summary

Calvin University is seeking an Conferences & Events Department Administrative Assistant to perform office management, clerical, and administrative duties for the Conferences & Events department. You will represent the department professionally to Calvin hosts and external clients and coordinate events with campus partners.

The role requires handling front desk duties, scheduling, ticketing support, invoicing, and on-site event assistance, with some evening and weekend work as needed.

Qualifications

• Bachelor's degree + 1-3 years professional experience or an equivalent combination preferred.
• Strong organization, written and verbal communication, interpersonal and analytical skills.
• Knowledge of computers and Microsoft suite required.

Responsibilities

• Manage the Conferences & Events department front desk presence and customer service.
• Maintain department calendars and scheduling; approve reservations.
• Enter and update event information in event management and box office software.
• Coordinate with campus service providers for event needs and scheduling.
• Coordinate student workers, event staff, and volunteers; manage keys where needed.
• Provide administrative support to the executive director and event planners.

Skills

Customer service

Organization

Written communication

Verbal communication

Interpersonal skills

Microsoft Office

Education

Bachelor's degree

Tools

Microsoft Office

Event management software

Box office software

Job description

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.

Founded in 1876, Calvin University is a top-ranked, liberal arts institution that equips its more than 3,600 students from 48 U.S. states, 55 countries, and five Canadian provinces to think deeply, to act justly, and to live wholeheartedly as Christ’s agents of renewal in the world.

Calvin offers 100+ majors and programs, including a growing portfolio of graduate-level offerings.

Calvin students engage in intensive internships, community-based service learning, and significant research that results in publishing and presenting alongside world-class faculty.

The university’s 400-acre campus is in the vibrant city of Grand Rapids, Michigan.

Discover more atwww.calvin.edu.