PART-TIME Office Coordinator- Hotel Events ; EveningsPrint (https://www.schooljobs.com/careers/kirkwoodcc/jobs/newprint/4662550) ApplyPART-TIME Office Coordinator- Hotel Events ; EveningsSalary$14.46 HourlyLocation Cedar Rapids, IAJob TypeHotel Part-TimeJob Number02228DivisionFinancial OperationsOpening Date09/18/2024
Description
Benefits
JOB GOAL:This Position is Part-Time (2-3 evenings a week, from 5-9)JOB GOAL:To advance the college’s mission, vision, principles, values and strategic initiatives through continuous improvement decisions.GENERAL JOB SUMMARY: Under limited supervision and with a high degree of independent judgment/decision making, this position must be organized and efficient with daily tasks, and work cooperatively with other College and Hotel personnel and departments. This position performs administrative and other support to The Hotel team and in particular the reception desk at Kirkwood Center and the Human Resources Supervisor. Requires strong computer skills, a high degree of flexibility, excellent interpersonal skills, and the ability to work well with all levels of internal management and staff, as well as outside clients and vendors. This position requires advanced knowledge of Microsoft office software products, managing calendars, maintaining records including financials, event documents and personnel files. Position involves working with confidential information and supporting HR processes as necessary, with a focus on talent acquisition and onboarding. Provides factual information requiring knowledge of policies and procedures of Kirkwood as well as the Hotel at Kirkwood Center. Position requires strong customer service orientation. This position is expected to be flexible and support multiple needs in the Hotel as business demands fluctuate seasonally. This position serves as a trainer. Trainers are responsible for supervising the learning experiences of students in all areas of the Hotel at Kirkwood Center, the Kirkwood Center for Hospitality Arts and the Kirkwood Center for Continuing Education.UNIVERSAL CORE COMPETENCIES:
Advocate for Continual Improvement- empowering each other to identify opportunities for excellence.
Collaborate with Mutual Accountability- working together with a willingness to take ownership and account for our actions.
Champion Service- anticipating needs and create a welcoming, diverse, and inclusive environment.
Perseverance- commitment to excellence even in the face of adversity or delay in achieving success.
Lead- regardless of title, through positive influence.
DUTIES/RESPONSIBILITIES:ESSENTIAL DUTIES/RESPONSIBILITIES:
Be an enthusiastic and energetic individual with the ability to greet and communicate with a diverse clientele and other visitors entering Kirkwood Center
Provide administrative support in the areas of: scheduling, recruiting, onboarding, communication, correspondence, report creation, vendor invoice payments, event invoice preparation, mailings, prooing, formatting documents, research, employee records and filing.
Answer telephone, resolve inquiries and take messages and follow up as required.
Process incoming and outgoing mail as required.
Assisting the Human Resource Supervisor with the recruitment process as needed, to include job postings, updating employee records, hiring events, scheduling and follow ups.
At the direction of the Human Resources Supervisor, performing candidate application review for job postings, completion of forms, doing background checks, reference checks and phone screenings.
Assign log in codes and jobs in the internal time clock system and review labor reports regularly,
Participate in BEO and other team meetings in preparation for upcoming events and ensure required signage is prepared in advance. And assist in the planning and coordination of facility use for activities, classes and conferences
Assist the staff in oversight and event/conference registration, catering, supplies, billing, customer support, and ensures compliance with facility usage policies. This may include table setup, placement of food on tables, labeling of buffets and cleaning up after events.
Ensure the facility is clean and organized for upcoming events
Responsible for office organization, maintenance of databases, and coordination of functions with various individuals and organizations. Maintain current and accurate filing system.
Maintain compliance with required training. Assist in tracking and scheduling for Hotel staff.
Coordinate employee appreciation events, internal initiatives and communications.
Publish weekly newsletter for employees and post relevant information on boards and in breakroom.
Drive hotel vehicles to pick up or drop off documentation, supplies, materials as needed.
Perform other related work duties as assigned.
Programming for security/heating/cooling for the facility.
Programming for Message Boards for facility.
PERFORMANCE EXPECTATIONS:
Welcome, value, and nurture people of all backgrounds, perspectives, and experiences, as well as support and promote an environment that accepts differences
This role required a high degree of flexibility and willingness to assist the hotel in various capacities as business needs fluctuate.
Must be a self-motivated, energetic, and creative individual with the ability to solve problems
Possess good judgment in making decisions, often with limited input from the supervisor Maintain compliance with required training.
Serve as a professional role model.
Coach and nurture students in the Hospitality Arts program.
Regular and consistent attendance at work.
Be able and willing to represent the College in a positive and professional manner
Proficient knowledge of computers, Microsoft Office software, and other HR computer systems
Work effectively and accurately in an atmosphere of frequent interruptions
Be positive and helpful under the pressure of deadlines
Excellent communication skills with a high degree of accuracy in written and oral communications
Strong organization and multitasking skills
Must be accurate and detail oriented
The statements contained herein reflect general details as necessary to describe the essential job duties/responsibilities and performance expectations of the job, which should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned.PHYSICAL ACTIVITIES WITH/WITHOUT REASONABLE ACCOMMODATION:Sedentary to light work. Position involves frequent (34-66%) sitting in an office setting; Occasional (10-33%) stooping, kneeling, standing, crouching and exerting up to 20 pounds of force. Frequent (34-66%) reaching, grasping, walking, lifting, pushing/pulling, and some repetitive motion. Constant (67-100%) talking and listening to people either on the telephone or in person, viewing a computer screen and other types of close visual work. A clear speaking voice is essential.MINIMUM QUALIFICATIONS:MINIMUM QUALIFICATIONS FOR EDUCATION AND EXPERIENCE:
High school diploma or equivalent.
Possess a good working knowledge of Microsoft Office Products.
Knowledge of standard office equipment.
PREFERRED QUALIFICATIONS, LICENSES, CERTIFICATIONS, OR REGISTRATIONS:
Post High School Degree.
2 years full time experience in an administrative role.
Have a valid Iowa driver license and qualify for a chauffer’s class D endorsement.
Completion of the core assessment of the Skills Advantage WorkKeys Program.
EEO AA/STATEMENT:Kirkwood Community College shall not engage in nor allow unlawful discrimination against any employee or applicant for employment. This includes all employment practices, hiring practices, and unwelcome harassment of applicants or employees based on race, color, national origin, creed, religion, sex, sexual orientation, gender identity, age, disability, genetic information or actual or potential parental, family, marital status or veteran status. If you have questions or complaints related to compliance with the policy please contact the Vice President of Human Resources at Kirkwood Community College, 313 Kirkwood Hall, 6301 Kirkwood Blvd., SW, Cedar Rapids, IA 52404, Telephone: 319-398-5572, Email:equity@Kirkwood.eduor the Director of the Office for Civil Rights U.S. Department of Education, Citigroup Center, 500 W. Madison St., Suite 1475, Chicago, IL 60661-7204, Telephone: 312-730-1560, Fax: 312-730-1576, Email:OCR.Chicago@ed.gov.Kirkwood offers a wide range of employee benefits. Read more about them here (http://www.kirkwood.edu/humanres/employees/benefits) ! AgencyKirkwood Community CollegeAddress6301 Kirkwood Blvd SWCedar Rapids, Iowa, 52404Phone319-398-5572Websitehttp://www.kirkwood.edu