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Events and Scheduling Specialist

2 months ago

Mequon, Wisconsin, United States Concordia University WisconsinAnn Arbor Full time

About Concordia University

Concordia University is a Lutheran higher education institution dedicated to fostering the holistic development of students in mind, body, and spirit for service to Christ in the Church and the world.

Position Overview

We are seeking a full-time, 12-month Events and Scheduling Specialist for the Office of the President. This role is focused on the meticulous planning and execution of a variety of events for the President's Office. The position also entails providing scheduling, administrative, and organizational assistance to the Executive Assistant to the President, ensuring smooth operations within the Office of the President. The ideal candidate will exhibit professionalism, uphold confidentiality, and demonstrate the ability to manage personal workflows independently while collaborating effectively with the Executive Assistant and the President.

Key Responsibilities

  • Develop, implement, and oversee various initiatives, programs, and campus events on behalf of the President's Office while providing confidential administrative support.
  • Prepare required speeches and presentations for significant campus events, including commencement ceremonies.
  • Manage the President's calendar, coordinating complex meeting schedules with the Executive Team and external stakeholders.
  • Arrange all travel logistics for the President, including transportation and accommodations.
  • Reserve meeting spaces and parking for guests visiting the campus.
  • Respond to event invitations on behalf of the President for both on-campus and off-campus engagements.
  • Oversee front desk operations, warmly welcoming and assisting students, faculty, staff, donors, and other visitors.
  • Process invoices for events, manage purchase orders, and submit travel expenses using the designated payment processing system.
  • Maintain databases related to the President's Office and its boards.
  • Facilitate effective communication between the President's Office and internal departments.
  • Perform additional duties as assigned.

Qualifications

  • Exceptional written and verbal communication skills.
  • Strong problem-solving abilities.
  • Self-motivated with a proven track record of working independently and collaboratively.
  • Outstanding organizational skills and meticulous attention to detail.
  • Ability to maintain confidentiality in all aspects of the role.
  • Demonstrated adaptability to changing priorities and a fast-paced environment.
  • Proficient in office practices and Microsoft Office Suite (Word, Excel, Publisher, PowerPoint, and Outlook).
  • Willingness to work occasional evenings and weekends for special events.
  • Alignment with the mission and values of Concordia University Wisconsin/Ann Arbor and the Lutheran Church Missouri Synod (LCMS).

Education and Experience

A Bachelor's degree is required, or an equivalent combination of education and experience, preferably with executive-level professionals. Experience in an academic environment or higher education is preferred, along with prior event planning and scheduling experience.

Compensation and Benefits

This is a full-time, non-exempt position. The starting salary will be determined based on education and experience. Concordia University offers a comprehensive benefits package, including:

  • Health, Dental, and Vision Insurance
  • Flexible Spending Accounts and Health Savings Accounts
  • Disability and Survivor Plans
  • Retirement Pension Plan
  • 403(b) Retirement Savings Plan
  • Life Insurance Options
  • Tuition waiver benefits for employees and their qualified dependents

Application Process

To be considered for this position, applicants must complete and submit an online employment application through the Concordia University Employment page.

Equal Opportunity Employment

Concordia University is committed to providing equal employment opportunities to all employees and applicants in accordance with applicable laws. The University does not discriminate based on race, color, sex, national origin, disability, age, marital status, gender, veteran status, or any other characteristic protected by law.

As an institution of the LCMS, Concordia University reserves the right to give preference in employment based on religion, in accordance with legal allowances.