Office Specialist - Conference and Event Services

This position provides administrative support to Conference & Event Services, as well as the directors and managers throughout Auxiliary and Hospitality Services (AHS). The Office Specialist supports the Manager of Conference and Event Services with special projects, budget reporting, and the coordination of conferences and meetings, while also assisting with other departmental projects and responsibilities as needed. Specific responsibilities: Create and maintain invoices in the Event Management Software for internal and external customers across multiple AHS departments. Collect deposits and payments, issue past-due notices, and coordinate collections as needed. Communicate payment and collection activity with Accounting Services. Prepare spreadsheets detailing debits and credits for processing in Workday Finance. Provide administrative support for Conference & Event Services, including preparing and maintaining contracts, certificates of insurance, and tax-exempt certificates for externally hosted events. Track scheduled external events, maintain event-related records, and follow up with customers to obtain outstanding documentation. Use the Event Management Software to assist Event Coordinators with walk-in, phone, and online reservations, including requests submitted by other departments, ensuring all inquiries are addressed. Provide customer service and support to internal and external customers with the planning and coordination of campus meetings and events, as needed. Assist with the daily operations of summer camps and conferences, including maintaining Ruth's Marketplace counts, operating days and hours, and early-arrival schedules. Develop summer conference schedules, prepare profit and loss statements, and maintain camper health records. Support departmental initiatives, including purchasing supplies, maintaining inventory of office supplies, and coordinating donation requests. Use Workday to process purchases and reconcile expenses. Maintain AHS organizational charts and employee contact information, including updates for new hires. Perform general office duties, including ordering supplies, filing, maintaining office inventory, and distributing mail. Provide administrative support to the AHS team through special projects, programs, event logistics, and meeting coordination. Required Minimum Qualifications: Associate degree in a technical or vocational field preferred. 2–3 years of administrative support or office management experience. 3–4 years of customer service experience in a high-volume environment. Experience with reservation or event management software preferred. General bookkeeping or accounting experience preferred. Strong customer service and communication skills, including the ability to handle difficult situations and resolve concerns professionally. Ability to multitask, prioritize responsibilities, meet deadlines, and manage multiple projects. Basic math and bookkeeping skills. Proficiency in Microsoft Office, Google Workspace, and Workday (a plus), with the ability to learn new systems and technology. Strong organizational and problem-solving skills, sound judgment, and attention to detail. Ability to coordinate events, programs, and projects from planning through completion. Ability to work collaboratively and serve as a positive example to others. 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. Benefits package: The College offers an outstanding benefits package including health, dental, vision, and life insurance; retirement plan; paid time off and tuition waiver. Application instructions: This position will be posted for a minimum of five business days, and applications will be reviewed upon receipt. St. Norbert College (SNC), a Catholic, Norbertine, and Liberal Arts College, provides an educational environment that fosters intellectual, spiritual, and personal development. As the only Norbertine institution of higher learning in the world, our roots, traditions, and commitments create a unique and enriching educational experience for our students. At SNC, our commitment to communio – the Norbertine ideal of a community united as one – is grounded in the principles of dignity, truth, and justice. Consistent with these principles, St. Norbert is proud to provide equal employment opportunities to all employees and applicants for employment. We seek those who will embrace our mission and commitment to building a vibrant, inclusive, and spiritually engaged community ( https://snc.edu/mission ).