Event & Administrative Coordinator
Summary/Objective
The Event & Administrative Coordinator position coordinates internal and external events and offers administrative support to the facility as a whole, in cooperation with various departments, and with the help of the Office Manager.
Essential Functions
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Event Coordination
- Schedule and coordinate internal and external events, including annual recognition events, trainings and building rentals
- Manage event planning details, including:
- Presenter and rental contracts
- Reserving rooms and equipment
- Coordinating technology
- Registration and invoicing of participants
- Setup event space to the requested configuration
- Organizing catering/refreshments
- Collaborate with staff to ensure events flow smoothly
- Collaborate with Finance to ensure all event billing is accurate and timely
- Maintain an electronic filing system containing all details related to event coordination
- Serve as the welcoming face to guests and customers as they enter our building
Administrative Coordinator
- Daily coordination of the first floor, including training rooms, kitchen and common areas.
- Provide administrative support to College of St. Scholastica’s staff and faculty
- Answer a multi-line phone system and possess general knowledge of Resource Training & Solutions and the College of St. Scholastica in order to direct questions appropriately
- Organize and distribute incoming mail daily
- Provide finance department with month end reports
- Coordinate correspondence and communication materials, and respond in a timely and effective manner
- Offer excellent customer service to members, customers, partners and staff
- Perform record keeping, financial tracking and data reporting, maintain electronic filing
- Collect, compile and tabulate data from surveys or reports
- Collaborate with other administrative staff in supporting the functions of the agency
- Acts as coordinator for special projects, which may include: planning presentations, coordinating communication pieces, disseminating information, evaluating project results
- Maintain up to date knowledge of software applications used by the agency and support the agency with efficient and effective use of technology
- Other related duties as assigned
Competencies
- Communication proficiency
- Collaboration skills
- Dependability
- Flexibility
- Initiative
- Time management
- Technical capacity
Education and Experience
Associate’s degree, or equivalent, with two years of office experience.
Benefits
Competitive wage; salaried position; 3 weeks vacation per year, 12 paid holidays plus sick days; employer paid single health insurance plan only; employer paid dental and life insurance; positive work environment and more.
Environment & Physical Demands
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, and filing cabinets. The employee is regularly required to stand, move and lift up to 30 pounds while setting up rooms for events and managing supplies. This involves stacking chairs, moving chairs and tables with wheels, and prepping and moving trays of soda pop.
Position Type/Expected Hours of Work
This is an in-person, full time position with hours of work Monday through Friday,
7:30 am - 4:00 pm. Occasional travel and overnight stays are required for events this position is coordinating.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
Apply
Send resume and cover letter to Bethany Drake - bdrake@resourcecoop-mn.gov. Applications will be accepted until the position is filled.