Office Specialist - Conference and Event Services

St. Norbert College•De Pere, WI

About The Position

St. Norbert College is seeking an Office Specialist to provide administrative support to Conference & Event Services and directors and managers throughout Auxiliary and Hospitality Services (AHS). The role supports the Manager of Conference and Event Services with special projects, budget reporting, and conference and meeting coordination, while assisting with other departmental projects and responsibilities as needed. The Office Specialist handles invoicing, payments, collections, financial spreadsheets, contracts, event records, reservations, and customer support. The position also assists with summer camp and conference operations, departmental purchasing and inventory, Workday expense processing, staff information, general office duties, and AHS projects and meeting coordination. The College may consider equivalent credentials, training, licensures, or experience that provide the knowledge, skills, and abilities needed for the position.

Requirements

2–3 years of administrative support or office management experience.
3–4 years of customer service experience in a high-volume environment.
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 and Google Workspace, 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.
Equivalent credentials, licensures, training, or experience may be considered if they provide the necessary knowledge, skills, and abilities.

Nice To Haves

Associate degree in a technical or vocational field preferred.
Experience with reservation or event management software preferred.
General bookkeeping or accounting experience preferred.
Workday proficiency is a plus.

Responsibilities

Create and maintain invoices in Event Management Software for internal and external customers across multiple AHS departments.
Collect deposits and payments, issue past-due notices, coordinate collections as needed, and 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 Event Management Software to assist Event Coordinators with walk-in, phone, and online reservations, including requests from other departments, and ensure inquiries are addressed.
Provide customer service and support to internal and external customers planning and coordinating campus meetings and events, as needed.
Assist with daily summer camp and conference operations, 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 office-supply inventory, 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.