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 to directors and managers throughout Auxiliary and Hospitality Services (AHS). The position supports the Manager of Conference and Event Services with special projects, budget reporting, and conference and meeting coordination, and assists with other departmental projects and responsibilities as needed. The role handles invoicing, deposits, payments, collections coordination, and financial documentation; maintains event records and customer documentation; and assists Event Coordinators with reservations and customer inquiries. It also supports the daily operations of summer camps and conferences, including conference schedules, profit and loss statements, and camper health records. Additional duties include purchasing and inventory, Workday purchasing and expense reconciliation, maintaining staff contact information, general office work, and supporting AHS projects, programs, events, and meetings. The College offers health, dental, vision, and life insurance; a retirement plan; paid time off; and a tuition waiver. The position is non-exempt and scheduled for 40 hours per week.

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.
The College may consider equivalent credentials, licensures, training, or experience that provide the knowledge, skills, and abilities needed to perform the job.

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.
Prepare and maintain 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 by 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.
Support the AHS team through special projects, programs, event logistics, and meeting coordination.