Customer Service & Event Scheduler

Davenport University; Grand Rapids, Northern (MI, KY); Hybrid; USD 17,000 - 24,000; Part time

Job summary

Davenport University in Grand Rapids is seeking a part-time Customer Service/Event Scheduler for the W.A. Lettinga campus Welcome Desk. The role coordinates non-athletic facility rentals, tours, and campus events, serving as liaison with facilities, IT and catering while upholding university policies.

Youll manage event calendars, coordinate with vendors, and support admissions and partnerships while delivering excellent customer service. Flexibility in hours is possible to meet event needs.

Qualifications

• High School Diploma required; college coursework or bachelor’s degree preferred.
• Bilingual English/Spanish preferred.
• Strong organizational and technical skills.
• Ability to manage financial data and computerized systems.
• Professional appearance and confidentiality maintained.

Responsibilities

• Support and staff non-athletic rental events at the campus by outside clients.
• Manage rental inquiries, facility tours, and a rental calendar.
• Coordinate site visits with clients and vendors.
• Input event forms, room reservations, payments, and catering orders.
• Maintain available dates and avoid double bookings across campus locations.
• Collaborate with safety, procurement, and risk management to follow guidelines.
• Act as a liaison between departments and vendors for event plans.
• Provide campus tour support and assist with internal events.

Skills

Administrative experience

Education

High School Diploma

College coursework or Bachelor’s degree preferred

Job description

Customer Service/Event Scheduler

STATUS: Part-time, Non-exempt

DEPARTMENT: Admissions and Strategic Partnerships

LOCATION: Grand Rapids, W.A. Lettinga Campus

REPORTS TO: Customer Service Manager

PAY: $15.00/hr

SUMMARY:

This position is part of the welcome desk team at the W.A. Lettinga campus location, working shifts at the Welcome Desk. As an event scheduler, this role works closely with Admissions and Strategic Partnership leaders to plan and execute non-athletic facility use rentals, and support campus events held in general and academic spaces at the W.A. Lettinga campus. The coordinator serves as a liaison between the requestor and internal resources such as facilities, IT and catering, using relevant university policies. Arrangements are made with an eye to developing customer relationships from all interactions. These responsibilities are performed in an ethical manner consistent with the University’s mission, vision, and values which include diversity, equity and inclusion.

RESPONSIBILITIES:

As an Event Scheduler

• Support and staff non-athletic rental events held at the W.A. Lettinga campus by outside clients.
• Manage rental event inquiries, facility tours, and a rental calendar.
• Coordinate site visits with outside clients and vendors.
• Coordinate and input event forms, room reservations, payment arrangements, and catering orders.
• Maintain a list of available dates for events, considering the setup and tear down needs of each, and the various locations on campus to avoid double booking.
• Collaborate with public safety, procurement and/or risk management personnel to ensure that all safety, licensing, insurance and liability guidelines are followed.
• Create recommendations for event timing, layout, or other arrangements to ensure a positive experience within the parameters of the facility.
• Collaborate with individuals in key departments (public safety, catering, IT, facilities, etc.) to ensure that institutional requirements are considered when developing and executing event plans.
• Serve as a point of contact for vendors before, during, and after the event.
• Support internal department and student events held on campus.
• Provide campus tour support and other duties as needed.

As a member of the Welcome Desk team

• Cover welcome desk which may vary between 8:00 a.m. and 7:00 p.m.
• Responsible for connecting campus guests to information or university resources in a friendly and energetic manner.
• Assist in carrying out office operation responsibilities which may include project work such as analyzing data, preparing reports, or other planning or coordinating work as may be needed.
• Perform work of a confidential nature.
• Understand and abide by all external and internal regulations and policies. This includes NCAA, GLIAC and national affiliations associated within athletics or other role-specific regulations.
• Provide GREAT customer service, anticipating and exceeding the needs of our faculty, staff, students and guests.
• Demonstrate and promote the University Cultural Values.
• Perform other duties as assigned.

QUALIFICATIONS:

• High School Diploma required, relevant college coursework or bachelor’s degree preferred.
• Previous administrative, business office, event planning or event sales experience preferred.
• Demonstrated positive organizational and technical skills.
• Bilingual speakers of English and Spanish are preferred.
• Demonstrated ability to effectively plan, develop goals, meet deadlines, and accomplish goals while prioritizing workloads.
• Ability to maintain a professional appearance and manner.
• Demonstrated ability to work accurately and effectively with financial data and computerized systems.
• Ability to work effectively with people of diverse backgrounds and promote a positive working environment, spirit of cooperation, and positive reactions to change and conflict resolution.
• Demonstrated ability to communicate effectively and relate well to students, parents, faculty, staff, and others while maintaining appropriate confidentiality.
• Must be highly motivated and solution-oriented with a high degree of integrity, ethics, and dedication to the mission of the university.
• Business office environment. Prolonged sitting and standing. Use of personal computer and telephone (eye and hand strain).
• No regular lifting requirements, occasional lifting up to 25 pounds.
• May be requested to work a flexible schedule to accommodate event requirements.

Davenport University is committed to building and supporting a diverse community of students, faculty and staff. Davenport University provides equal employment opportunities to all employees, applicants and students without unlawful discrimination based on national origin, race, color, religion, age, sex, sexual orientation, disability, gender identity, veteran, or military status, marital status, height, weight, genetic information, or other protected status

DAVENPORT UNIVERSITY IS AN EQUAL OPPORTUNITY EMPLOYER

Revised: May 10, 2022