Entrada Scholars Program – Entrada Student Event Coordinator

Calvin University•Grand Rapids, MI

About The Position

The Entrada Scholars Program is seeking a Student Event Coordinator to support implementation of Entrada’s 40th Anniversary celebrations and operational planning for Entrada 2027. The coordinator will work closely with College Access Programming Office (CAPO) staff to coordinate events, organize alumni volunteer involvement, maintain project timelines, and organize Entrada’s SharePoint resources and annual planning materials. CAPO staff establish priorities, oversee workflows, and approve decisions; this role supports implementation and coordination and has no formal supervisory responsibilities. The coordinator will help with anniversary activities, including the Entrada Talent Show, Entrada Community Conversation, Entrada Discovery Day, and Legacy Luncheon. The role also supports development of an Entrada Scholars Alumni Volunteer Group, collaboration with Entrada Ambassadors on event projects, and preparation of reusable planning resources and file structures for future years. The position provides experience in event planning, project management, alumni engagement, program operations, communication, and organizational leadership. The position is a student employee role for approximately 10–12 hours per week, with a preferred schedule of four 3-hour shifts per week. Employment is listed from November 30, 2026, through May 2027, excluding scheduled academic breaks. Compensation is $15.00 per hour. Training is provided in Entrada’s history and mission, event planning and logistics, project tracking, volunteer coordination, SharePoint organization, file management, and confidentiality expectations. The role requires commitment to Calvin’s Christian educational mission and demonstrated awareness and commitment to positive communication across dimensions of diversity.

Requirements

Strong organizational skills and attention to detail.
Ability to manage multiple projects and meet deadlines.
Professional verbal and written communication skills.
Dependable and responsible, with the ability to work independently.
Comfort with Microsoft Office and SharePoint, or willingness to learn new systems quickly.
Ability to recognize when staff guidance or approval is needed.
Commitment to the educational mission of Calvin as a Christian liberal arts university affiliated with the Christian Reformed Church.
Commitment to the Christian faith and to integrating faith, learning, and student development.
Demonstrated awareness and commitment to establishing effective relationships and positive communication across dimensions of diversity, including race, gender, physical limitations, class, and religious perspectives.

Nice To Haves

Experience with event planning, volunteer coordination, administrative support, or project management.
Familiarity with Entrada and its mission.
Interest in alumni engagement, operations, project coordination, or campus programming.
Knowledge of Calvin University resources, facilities, or student life.

Responsibilities

Help coordinate implementation of Entrada’s 40th Anniversary activities, including the Entrada Talent Show, Entrada Community Conversation, Entrada Discovery Day, and Legacy Luncheon.
Prepare and maintain task lists, timelines, project calendars, and event checklists.
Assist with scheduling meetings, organizing space requests, coordinating supplies, and tracking event logistics.
Follow up on assigned tasks with CAPO staff and campus partners and communicate barriers or delays.
Provide event support, including setup, check-in, guest assistance, activity coordination, and cleanup.
Assist CAPO staff with developing an Entrada Scholars Alumni Volunteer Group.
Help organize volunteer recruitment, meeting invitations, availability tracking, onboarding information, and communication.
Coordinate approved volunteer assignments, preparation meetings, schedules, and follow-up activities; maintain volunteer rosters and project trackers.
Support a welcoming and organized volunteer experience that strengthens alumni engagement and participation.
Work with CAPO staff to identify event preparation projects for Entrada Ambassadors when their schedules allow.
Communicate approved assignments, deadlines, and project details to participating Ambassadors.
Track project progress across Ambassadors and volunteers using shared plans and task trackers.
Refer personnel matters, work assignment changes, and scheduling conflicts to CAPO staff.
Review and organize existing Entrada files in SharePoint and assist with creating a sustainable folder structure for annual planning and record retention.
Help develop reusable templates, yearly folders, and documentation for future program setup and archiving.
Support updates to planning documents, schedules, activity calendars, and other operational materials under staff guidance.
Attend required trainings, planning meetings, and staff check-ins.
Maintain accurate project timelines, task trackers, schedules, and progress updates.
Communicate proactively about priorities, deadlines, challenges, and scheduling conflicts.
Support Entrada’s commitment to belonging, access, opportunity, teamwork, and confidentiality.