Customer Service & Event Scheduler - Copy

Customer Service & Event Scheduler

The Customer Service/Event Scheduler is part of the welcome desk team at the W.A. Lettinga campus location, working shifts at the Welcome Desk. As an event scheduler, this role works closely with Admissions and Strategic Partnership leaders to plan and execute non-athletic facility use rentals, and support campus events held in general and academic spaces at the W.A. Lettinga campus. The coordinator serves as a liaison between the requestor and internal resources such as facilities, IT and catering, using relevant university policies. Arrangements are made with an eye to developing customer relationships from all interactions. These responsibilities are performed in an ethical manner consistent with the University's mission, vision, and values which include diversity, equity and inclusion.

Responsibilities include:

• Support and staff non-athletic rental events held at the W.A. Lettinga campus by outside clients.
• Manage rental event inquiries, facility tours, and a rental calendar.
• Coordinate site visits with outside clients and vendors.
• Coordinate and input event forms, room reservations, payment arrangements, and catering orders.
• Maintain list of available dates for events, considering the setup and tear down needs of each, and the various locations on campus to avoid double booking.
• Collaborate with public safety, procurement and/or risk management personnel to ensure that all safety, licensing, insurance and liability guidelines are followed.
• Make recommendations for event timing, layout, or other arrangements to ensure a positive experience within the parameters of the facility.
• Work with individuals in key departments (public safety, catering, IT, facilities, etc.) to ensure that institutional requirements are considered when developing and executing event plans.
• Serve as a point of contact for vendors before, during, and after the event.
• Support internal department and student events held on campus.
• Campus tour support and other duties as needed.

As a member of the Welcome Desk team:

• Cover welcome desk which may vary between 8:00 a.m. and 7:00 p.m. Currently Tuesdays until 6:30pm and Thursday until 6:30pm.
• Provide great customer service, anticipating and exceeding the needs of our faculty, staff, students and guests.
• Responsible for connecting campus guests to information or university resources in a friendly and energetic manner.
• Assist in carrying out office operation responsibilities which may include project work such as analyzing data, preparing reports, or other planning or coordinating work as may be needed.
• Perform work of a confidential nature.
• Demonstrate and promote the University Cultural Values.
• Understand and abide by all external and internal regulations and policies. This includes NCAA, GLIAC and national affiliations associated within athletics or other role-specific regulations.
• Perform other duties as assigned.

Qualifications:

• High School Diploma required, relevant college coursework or bachelor's degree preferred.
• Previous administrative, business office, event planning or event sales experience preferred.
• Demonstrated positive organizational and technical skills.
• Bilingual speaker of English and Spanish is preferred.
• Demonstrated ability to effectively plan, develop goals, meet deadlines, and accomplish goals while prioritizing workloads.
• Ability to maintain a professional appearance and manner.
• Demonstrated ability to work accurately and effectively.