Administrative Assistant - Event Services

Job Description

Job Description

Position Summary:

The Administrative Assistant I provides administrative and operational support to the Director of Auxiliary Enterprises. This position serves as the primary point of contact for Dodson Auditorium and campus facility rental inquiries, coordinating scheduling, billing, and customer communications while providing general administrative support for Auxiliary Enterprises. The position plays a key role in ensuring efficient office operations, exceptional customer service, and successful coordination of campus events and facility rentals.

Position responsibilities:

Administrative Support

• Provide administrative support to the Director of Auxiliary Enterprises and Manager of Dodson Auditorium.
• Manage calendars, schedule meetings, and coordinate appointments.
• Prepare correspondence, reports, presentations, meeting agendas, and other documents.
• Answer and direct phone calls, emails, and visitor inquiries.
• Maintain electronic and paper filing systems.
• Process purchase requisitions, invoices, budget transfers, and other administrative paperwork.
• Assist with departmental budgeting by maintaining records and preparing reports.
• Coordinate travel arrangements and meeting logistics as needed.
• Maintain confidentiality of personnel, financial, and operational information.

Facility Rental Coordination

• Serve as the primary contact for campus facility rental inquiries.
• Coordinate reservations for Dodson Auditorium and other Auxiliary-managed facilities.
• Prepare rental agreements, contracts, invoices, and event documentation.
• Collect required insurance certificates, deposits, and supporting documentation.
• Coordinate with Facilities, Information Technology, Campus Police, Custodial Services, KC Dining, Marketing, and other campus departments to ensure event readiness.
• Maintain the facility rental calendar and communicate updates to all stakeholders.
• Conduct facility tours for prospective renters.
• Assist renters through the planning process and ensure excellent customer service before, during, and after events.
• Track rental revenue and prepare monthly reports.

Event Support

• Coordinate locations for meetings, receptions, conferences, and special events.
• Prepare event schedules and distribute information to internal departments.
• Assist with event setup coordination.
• Provide on-site support for major events as needed.

Office Operations

• Maintain departmental records, databases, and spreadsheets.
• Monitor shared departmental email accounts and respond to or route inquiries appropriately.
• Develop and improve office procedures to increase efficiency.

Customer Service

• Provide professional customer service to students, employees, vendors, community partners, and facility renters.
• Resolve routine customer concerns and refer complex issues to the appropriate supervisor.
• Represent Auxiliary Enterprises in a courteous and professional manner.

Minimum Position Requirements:

• High school diploma or GED required; Associate degree preferred.
• Minimum of three years of progressively responsible administrative support experience.
• Experience coordinating meetings, events, or facility scheduling preferred.
• Strong organizational and time management skills with the ability to prioritize multiple projects simultaneously.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Ability to learn college software systems.
• Strong customer service and interpersonal skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to work independently while collaborating effectively with multiple departments.

Supervisory Responsibilities:

• 0 Full-Time Direct Reports 2 Part-Time Direct Reports

Physical Demands and Work Environment:

• Work is normally performed in a typical interior/office work environment.
• No or very limited physical effort required; however, the employee must occasionally lift and/or move up to 50 pounds.
• No or very limited exposure to physical risk.

Safety:

• Provide resources for safe operation of units. Create and support workplace safety.

Benefits and Perks

• 36-hour work week for a healthy work life balance as well generous paid leave time.
• Health, life, and income protection insurance are provided.
• An excellent retirement program through the Teacher Retirement System.
• Full Time employees have free use of the college’s recreational/fitness facilities.
• Full Time employees are eligible for the Public Student Loan Forgiveness (PLSF) after 10 years of service.
• Tuition scholarships are for the employee and dependents. 
• Compensation for this 12-month position is $31,378.

Disclaimer:

The above description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. Kilgore College reserves the right to add, change, amend, or delete portions of this job description at any time, with or with notice. Employees may be required to perform other duties as requested, directed, or assigned. In addition, reasonable accommodations may be made by Kilgore College at its discretion to enable individuals with disabilities to perform the essential functions.

Kilgore College does not participate in the federal Social Security program. 

All full-time positions are located in Kilgore, TX. No fully work from home positions are available at this time. All employees must be available to physically present to work on the Kilgore, TX or Longview, TX Campus. Some Part-Time and Adjunct positions may be offsite but the candidate MUST live in the State of Texas.

Kilgore College is a two-year, comprehensive public community college with a campus in Kilgore and an extension center in Longview, Texas. With approximately 7,000 students, Kilgore College is a student-centered institution characterized by excellence in teaching and quality learning opportunities. Kilgore College is focused on continually improving their students’ holistic experience leading them to success in life while improving access to higher education and partnering with those who advance the vision of a stronger community culturally, socially and economically.

Vision Statement: We commit to be the higher education institution of choice in Northeast Texas.

Positions will remain open until filled. Some Adjunct and Part-Time teaching positions may remain open perpetually as the need for part time instructors fluctuates with student enrollment. Teaching positions will be required to submit official transcripts upon an offer of employment. An offer of employment will be contingent upon passing a background check. Federal law prohibits the employment of unauthorized aliens. All persons hired must submit satisfactory proof of employment authorization and identity within three (3) days of being hired. Failure to submit proof within the required time shall result in immediate employment termination. All position appointments are subject to approval by the college's Board of Trustees.

This description is an overview of the job. It is not intended to be an all-inclusive list of duties and responsibilities of the job, nor is it intended to be an all-inclusive list of the skills and abilities required to do the job. Duties and responsibilities may change with business needs. Kilgore College reserves the right to add, change, amend, or delete portions of this job description at any time, with or with notice. Employees may be required to perform other duties as requested, directed, or assigned. In addition, reasonable accommodations may be made by Kilgore College at its discretion to enable individuals with disabilities to perform the essential functions.

Kilgore College is an equal opportunity institution and does not discriminate on the basis of sex, race, color, religion, age, national origin, disability in violation of Section 504 of the Rehabilitation Act or 34 C.F.R. Part 104, veteran’s status or genetic information in its educational programs, employment policies or activities.

Know Your Rights Employment Notice

Employee Rights and Responsibilities Under the Family and Medical Leave Act

All positions are considered security-sensitive and subject to a background check pre-employment.

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