Office Specialist - Conference & Event Services
Full Time
De Pere, WI 54115
Posted
Job description
St. Norbert College (SNC), a nationally-ranked, private, Catholic, liberal arts college is seeking an Office Specialist for Conference and Event Services. This position provides support to Conference and Event Services as well as the other directors/managers throughout Auxiliary and Hospitality Services (AHS). The Office Specialist assists the Manager of Conference and Events with special projects, budget reporting, coordination of conferences and meetings, and other projects as needed.
Required Minimum Qualifications:
Education -
Experience and Credentials -
Knowledge, Skills, and Abilities -
The College may consider any equivalent amount of credentials, licensures, training, or experience that provides the necessary knowledge, skills, and abilities to perform the duties and responsibilities of this job.
Working Conditions:
Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the duties and responsibilities of the job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform this job.
Specific responsibilities:
Create and maintain invoices using Event Management Software for all customers both internal and external for several AHS departments. Collect deposits and payments for services and send out past due notices when necessary and collections. Communicate all payments and collections with the Accounting Services Department. Complete spreadsheet of all debits and credits that have to be made in Workday Finance. - 30%
Provide administrative support for Conference and Event Services to include but not limited to: preparing legal documents and maintain (contracts, certificate of insurance and/or tax exempt certificate) for externally hosted events that are scheduled through Conference and Event Services; maintain status of scheduled external events; keep records of all event related documents, following up with customers when documents have not been returned. - 25%
Utilize the Event Management Software to assist Event Coordinators with walk up, phone call and online reservations which may include web requests from other departments to make sure no requests go unanswered. Provide exceptional service to internal and external customers in the planning and coordination of all aspects of the meetings and events held on campus when needed. - 15%
Assist with daily activities for each camp/conference. Create and maintain Ruth’s Marketplace counts, days and times during the summer months to include early arrivals. Create the summer conference schedules, profit and loss statements and maintain the health records of all campers. - 10%
Collaborate and aid departmental initiatives which may include purchasing supplies, maintain inventory control of office supplies and coordinate donation requests. Utilize Workday for purchasing and expense reconciliation. Maintain AHS org chart and employee contact information and update new hires. Perform general office duties such as ordering, filing, maintaining office supplies, distributing mail. - 10%
Assist and provide administrative and support to the AHS team, which includes but is not limited to special projects, programs, event logistics and scheduling meetings. - 10%
Perform additional duties as assigned and attend College required training. Regular attendance is required. Work in a manner that is aware of personal safety and the safety of others and observes safety, health and sanitation codes, regulations, or practices required by the College or governmental authority.
Required Minimum Qualifications:
Education -
-
2 year Technical/Vocational College or equivalent experience.
Experience and Credentials -
-
2-3 years of experience in administrative support and/or office management.
-
3-4 years of experience in customer services in a high volume setting.
-
Experience using a Reservation system, specifically Event Management Systems.
-
General bookkeeping/accounting experience preferred.
-
Demonstrated experience working in and fostering a diverse campus environment or commitment to do so as an employee of St. Norbert College.
Knowledge, Skills, and Abilities -
-
Ability to interact professionally with coworkers and customers, particularly in conflict situations.
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Ability to interact politely and resolve customer service issues.
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Ability to multitask, meet specific deadlines, and prioritize tasks and assignments.
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Skilled in basic math computations such as addition, subtraction, multiplication, and division.
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Knowledge of computer programs (Microsoft Office, Google Apps, Workday) and ability to learn upgrades and new programs as needed.
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Ability to exercise good judgement and decisions in an expeditious manner.
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Skilled at setting a good example for others.
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Skilled at organizing events, programs, projects and see them through to completion.
The College may consider any equivalent amount of credentials, licensures, training, or experience that provides the necessary knowledge, skills, and abilities to perform the duties and responsibilities of this job.
Working Conditions:
Regular work hours are M – F, 8:00 am – 4:30 pm working on campus with a few interruptions throughout the day as well as occasional weekends. This position may be asked to assist with our day to day operations to fulfill an event need.
Physical Requirements:
The physical demands described here are representative of those that must be met by an employee to successfully perform the duties and responsibilities of the job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform this job.
-
Generally a sedentary position working in a professional office environment. Lifting, carrying, pushing, and pulling no more than 20 lbs. Will need to move within office and building with occasional meetings in other buildings on campus.
Benefits package:
The College offers an outstanding benefits package including health, dental, vision and life insurance; retirement plan; paid time-off and tuition waiver. For more information, please visit:
https://www.snc.edu/hr/workinghere.html
.
Application instructions:
This position will be posted for a minimum of five business days or until the needs of the position have been met.
Statement on Diversity, Equity and Inclusion:
St. Norbert College provides safe, inclusive, and anti-racist educational and work experiences for our faculty, staff, and students of color, congruent with our Catholic, Norbertine, and liberal arts values. Therefore, we invite candidates who have demonstrated a commitment to equity, diversity, inclusion, and belonging to join our community of teaching and learning. We are seeking to hire staff who are committed to infusing equity, diversity, inclusion, and belonging (EDIB) into their work.
The college supports educational experiences that challenge students, faculty, staff, and administrators to expand their awareness of factors that impede our appreciation of both the richness and complexity of diversity. Opportunities to confront, examine, and renegotiate our understanding of power, privilege, and inequality as they are manifested in our society will be key to these endeavors.
Non-Exempt
Scheduled Weekly Hours:
40
The duties and responsibilities listed in this job description are intended to describe the general nature and level of work that may be performed. The omission of specific statements of duties does not exclude them from the job if work is similar, related or a logical assignment to the job. Percentage of time may vary widely depending on the needs of the position during any particular time period. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
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