Administrative and Events Coordinator

Job Description

Job Description

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 .