Coordinator Retreat Center (part-time)

The Retreat Center Coordinator is responsible for managing finances, paying bills, tracking accounts, preparing reports, and handling deposits. Also helps coordinate retreat reservations, including pricing, billing, payments, setup, meal requests, and guest communication. Works with retreat staff, university departments, vendors, and guests to ensure smooth operations. Orders supplies, manage maintenance-related purchases, oversee the gift shop, maintain sales records, answer customer questions.

Schedule: 20-25 hours/week (required: Monday 8a-5p, other days/hours are flexible).

Pay: $15/hour

Key Responsibilities

• Scheduling/Reservations: Receives, processes, and inputs event requests into reservation software and coordinates logistical space usage. Maintain and update reservation scheduling systems. Knowledge of event space usage, services, and set-up capabilities. Communicates expectations of room usage, meal details and private sessions to other retreat center departments.
• Organizational/Logistical Support: Supports logistical and operational functions by assisting in contract creation, invoice creation, reservation management (room setups, etc.). Communicates with individuals across the University departments. Processes accounts payable, works with vendors for maintenance/improvement, and ordering supplies needed. Prepares monthly reports and daily business office reports. Provides financial deposit for the business office. Resolves most questions and problems independently. This role is responsible for notification and enforcement of rules and regulations specific to university contracting.
• Supplies/Maintenance: Order supplies and work with vendors. Process invoices and contracts. Handles accounts payable for the retreat center and assist in budgeting preparation.
• External/ Internal Client Support: Event support by assisting guests with reservations, event needs, and logistical consultation. Execute the pricing of contracts to include all set up, rental, and room fees. Confirm reservation status and needs prior to event and follow up with client satisfaction afterwards to ensure a seamless event experience.

Qualifications

• High school diploma or equivalent required.
• 4 years' administrative experience needed: working with cash, credit card payments, and checks and bookkeeping experience is helpful.
• Knowledge of Microsoft Office products, Word, Excel, PowerPoint.
• Demonstrated customer service focus and ability to resolve conflict and deal with demanding clients.
• Ability to think independently and analyze problems and reach solutions.