Conferences & Events Department Administrative Assistant

Conferences & Events Department Administrative AssistantThis 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 ResponsibilitiesManage 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.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.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.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.QualificationsTo 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 ExperienceThe 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.