The Administrative and Events Coordinator provides administrative,
project, and scheduling support to the Office of the President and
the Office of Conference and Event Services. This position serves
as a key operational resource, ensuring efficient office
operations, accurate campus scheduling, and exceptional customer
service while coordinating meetings, events, and administrative
processes in both offices.
The position requires excellent organizational, communication, and
customer service skills, strong attention to detail, the ability to
manage multiple priorities, and the initiative to work
independently while collaborating with a variety of campus
constituents.
Position Status: Non-Exempt
Salary Range: $20.00 - $22.00 per hour. This is the expected
hourly range for this position. The actual salary offered will
depend on a candidate's experience and education, and departmental
budget.
Reporting Relationship:
Direct reporting relationship
to: Chief of Staff
Responsibilities
Administrative Support (Office of the President)
- Assists with office operations including mail distribution,
office supply maintenance, filing system organization, and record
retention.
Serves as the first point of contact for visitors to the Office
of the President as needed.
Coordinates meetings by scheduling appointments, managing
RSVPs, drafting materials, creating Teams/Zoom meetings, and
assisting with room setup and cleanup.
Assists with planning and coordinating institutional and Board
of Trustee events.
Supports payment processing, purchasing, expense
reconciliation, reimbursements, and budget tracking.
Prepares correspondence, congratulatory messages, condolence
letters, birthday acknowledgements, and other presidential
communications.
Maintains the President's Office Outlook distribution groups
and assists with calendar updates.
Maintains professional association memberships and
institutional directories.
Scheduling Support (Conference and Event Services)
- Serves as the primary administrator of the University's
scheduling software.
- Coordinates campus-wide facility reservations and scheduling
requests.
- Reviews, approves, and processes room reservation requests
while ensuring scheduling accuracy.
- Maintains scheduling database integrity, troubleshoots issues,
and trains and supports system users.
- Produces scheduling reports and utilization data.
- Creates room diagrams and event layouts.
- Assists faculty, staff, students, and external clients with
scheduling questions and event planning.
- Ensures compliance with University scheduling policies and
procedures.
- Collaborates with colleagues and leadership to ensure
successful execution of events.
- Assists with conference and event operations as needed.
Other Duties and Responsibilities
- Supports institutional initiatives requiring coordination of
projects across multiple departments, ensuring that established
deadlines are met.
- Identifies opportunities for administrative process
improvement, including the utilization of technology to improve
efficiency.
- Maintains organized electronic and physical records.
- Demonstrates a strong commitment to continuous
improvement.
- Supports the mission, vision and values of Elmhurst
University.
- Performs other duties as assigned.
Requirements
Minimum Qualifications
- Associate’s degree.
- 2 or more years of administrative support experience.
- Professional presence with strong customer service skills.
- Excellent organizational, oral, and written communication
skills.
- Ability to perform multiple tasks under pressure and to work
independently.
- Proficient with Microsoft 365 (Word, Excel, Outlook,
PowerPoint, and Teams), OneDrive, and Zoom.
Preferred Qualifications
- Bachelor’s degree.
- Scheduling and event planning experience.
- Experience in higher education or in an academic setting.
Working Conditions/Physical Requirements
The essential
functions of this position are primarily performed in an indoor
setting with limited exposure to outdoor weather conditions. Work
is often sedentary in nature and requires remaining in a stationary
position for extended periods. Required abilities include speaking
and hearing for in-person and virtual communication, using close
and distance vision when reading documents or viewing screens, and
performing tasks with repetitive fine motor skills. Work may
require occasional lifting, bending, carrying, or otherwise moving
objects weighing up to 15 pounds. Qualified applicants who can
perform the essential functions of this position with or without
reasonable accommodations will be considered.
Benefits
An overview of Elmhurst University benefits is available
here
.
