Entrada Scholars Program – Entrada Student Event Coordinator

Calvin University; United States; On-site; USD 17,000 - 25,000; Part time

Job summary

Calvin University is seeking an Entrada Student Event Coordinator to support the 40th Anniversary celebrations. You will assist with alumni engagement, volunteer coordination, and program resource planning for future years.

Work closely with CAPO to organize tasks, timelines, materials, and planning documents while contributing to welcoming and engaging campus events. The role emphasizes leadership, communication, and organizational growth through hands-on event planning and project coordination

Qualifications

• Strong organizational skills and attention to detail.
• Ability to manage multiple projects and meet deadlines.
• Professional verbal and written communication skills.
• Dependable, responsible, and able to work independently.
• Comfortable using Microsoft Office and SharePoint or willing to learn new systems quickly.
• Ability to recognize when guidance or approval is needed from staff.

Responsibilities

• Coordinate 40th Anniversary activities including Talent Show, Community Conversation, Discovery Day, and Legacy Luncheon.
• Prepare task lists, timelines, calendars, and event checklists.
• Schedule meetings, organize space requests, coordinate supplies, and track logistics.
• Follow up on tasks with CAPO staff and communicate barriers or delays.
• Provide event support including setup, check-in, guest assistance, and cleanup.
• Develop Entrada Scholars Alumni Volunteer Group and coordinate recruitment.
• Collaborate with Entrada Ambassadors on event-related projects.
• Organize SharePoint files and create planning templates for future years.
• Maintain project trackers and ensure timely progress updates.

Skills

Event planning

Volunteer coordination

Project coordination

Strong organizational skills

Communication

Tools

SharePoint

Microsoft Office

Job description

Do you enjoy planning events, staying organized, and helping build community? As the Entrada Student Event Coordinator, you will help bring Entrada's 40th Anniversary celebrations to life by supporting event planning, alumni engagement, volunteer coordination, and project management.

You’ll work closely with the Entrada team to organize timelines, coordinate activities, manage event logistics, and help prepare program resources for future years.

This position is a great opportunity to develop leadership, communication, event planning, and organizational skills while making a meaningful impact on the Entrada community.

Job Requisition

Entrada Student Event Coordinator (Student Employment)

Position Title: Entrada Student Event Coordinator

Department: College Access Programming Office (CAPO)

Positions Available: 1 Student Employee

Compensation: $15.00 per hour

Hours: Approximately 10-12 hours per week; preferred schedule of four 3-hour shifts per week.

Term of Employment: November 30, 2026-May 2027 (excluding scheduled academic breaks)

Job Description Summary

Do you enjoy planning events, staying organized, and helping bring people together? As the Entrada Student Event Coordinator, you will help support Entrada's 40th Anniversary celebrations, assist with alumni engagement efforts, and organize important program resources for future years. You’ll work closely with the Entrada team to coordinate events, manage project timelines, support volunteers, and help improve program operations. This role is a great opportunity to develop skills in event planning, project coordination, communication, and leadership while making a meaningful impact on the Entrada community.

Position Overview

The Entrada Scholars Program is seeking a Student Event Coordinator to assist with the implementation of Entrada's 40th Anniversary celebrations and support operational planning for Entrada 2027. This position will help coordinate events, organize alumni volunteer involvement, maintain project timelines, and assist with organizing Entrada's SharePoint resources and annual planning materials. The Student Event Coordinator will work closely with CAPO staff to organize tasks, schedules, materials, and planning documents. The coordinator will also help support the development of an Entrada Scholars Alumni Volunteer Group and collaborate with Entrada Ambassadors on event-related projects. CAPO staff will establish priorities, oversee workflows, and approve decisions. This student role supports implementation and coordination and does not include formal supervisory responsibilities.

Essential Job Functions

40th Anniversary Event Coordination

Help coordinate implementation of Entrada's 40th Anniversary activities, including the Entrada Talent Show, Entrada Community Conversation, Entrada Discovery Day, and Legacy Luncheon.

Prepare and maintain task lists, timelines, project calendars, and event checklists.

Assist with scheduling meetings, organizing space requests, coordinating supplies, and tracking event logistics.

Follow up on assigned tasks with CAPO staff and campus partners and communicate any barriers or delays.

Provide event support including setup, check-in, guest assistance, activity coordination, and cleanup.

Alumni Volunteer Group Development & Coordination

Assist CAPO staff in developing an Entrada Scholars Alumni Volunteer Group.

Help organize volunteer recruitment, meeting invitations, availability tracking, onboarding information, and communication.

Coordinate approved volunteer assignments, preparation meetings, schedules, and follow-up activities.

Maintain volunteer rosters and project trackers.

Support a welcoming and organized volunteer experience that strengthens alumni engagement and participation.

Ambassador Collaboration & Event Team Support

Work with CAPO staff to identify event preparation projects appropriate for Entrada Ambassadors when their schedules allow.

Communicate approved assignments, deadlines, and project details to participating Ambassadors.

Track project progress across Ambassadors and volunteers using shared plans and task trackers.

Refer personnel matters, work assignment changes, and scheduling conflicts to CAPO staff.

SharePoint Organization & Entrada 2027 Preparation

Review and organize existing Entrada files housed in SharePoint.

Assist with creating a clear and sustainable folder structure for annual planning and record retention.

Help develop reusable templates, yearly folders, and simple documentation for future program setup and archiving.

Support updates to planning documents, schedules, activity calendars, and other operational materials under staff guidance.

Program Communication & Coordination

Attend required trainings, planning meetings, and staff check-ins.

Maintain accurate project timelines, task trackers, schedules, and progress updates.

Communicate proactively about priorities, deadlines, challenges, and scheduling conflicts.

Support Entrada's commitment to belonging, access, opportunity, teamwork, and confidentiality.

Required Qualifications

Strong organizational skills and attention to detail.

Ability to manage multiple projects and meet deadlines.

Professional verbal and written communication skills.

Dependable, responsible, and able to work independently.

Comfortable using Microsoft Office and SharePoint or willing to learn new systems quickly.

Ability to recognize when guidance or approval is needed from staff.

Preferred Qualifications

Experience with event planning, volunteer coordination, administrative support, or project management.

Familiarity with Entrada and its mission.

Interest in alumni engagement, operations, project coordination, or campus programming.

Knowledge of Calvin University resources, facilities, or student life.

Training Provided

Entrada history, mission, anniversary initiatives, and summer program overview.

Event planning, logistics coordination, project tracking, and communication practices.

Volunteer coordination and collaboration with Entrada Ambassadors.

SharePoint organization, annual file management processes, document tracking, and confidentiality expectations.

Additional Information

This position offers valuable experience in event planning, project management, alumni engagement, program operations, and organizational leadership.

The Student Event Coordinator will play an important role in supporting Entrada's 40th Anniversary celebration while helping prepare systems and resources for future program success.

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.