Title:

Conference Center Coordinator (Administrative Assistant III)

Salary Range:

$37,944 (Min)- $45,516 (Mid) - (Salary is to commensurate with education/experience and internal equity)

Contract Term Length:

Months Standard Hours:

37.5

Work Location:

Hybrid FLSA Status:

Non-Exempt College:

KCTCS System Office Campus Location:

KCTCS System Office Department:

SO/AdminServ/Facilities Total Rewards KCTCS System Office offers a competitive benefits package and an attractive work environment that supports excellence, innovation, and creativity, including: Exceptional health care, vision, and dental coverage for you and your family Tuition reimbursement/waiver for you, your spouse, and dependents 403(b) retirement plan: a 5% employee contribution receives a 10% employer match Vacation/Sick Time Work-Life Balance 9.5 Paid Holidays 2 Weeks Institutional Closing Pay (Last 2 weeks of December) for qualifying positions Employee Assistance Program Job Summary The Administrative Assistant III serves as the supervisor of front desk and conference center operations and works under the direction of the Assistant Vice President of the Office for Facilities Support Services and oversees the daily administrative and customer service functions of the System Office reception area and conference center. This position is responsible for ensuring efficient day-to-day operations, including managing incoming telephone communications, greeting and assisting visitors, coordinating conference center activities, and maintaining a professional and welcoming environment for all internal and external constituents. As the first point of contact for many visitors and callers, this position plays a vital role in creating a positive and professional image of KCTCS. The Administrative Assistant III is responsible for delivering exceptional customer service to lobby guests, employees, vendors, community partners, and other stakeholders. Duties include answering and routing incoming calls, responding to inquiries, providing information regarding System Office and college functions, and ensuring visitors are directed to the appropriate staff or resources in a timely and courteous manner. This position oversees all conference center scheduling and event coordination activities. Responsibilities include receiving and processing room reservation requests, scheduling conference and meeting spaces, coordinating event logistics, monitoring facility usage, resolving scheduling conflicts, and working closely with event hosts to ensure their needs are met. The incumbent must maintain accurate scheduling records and ensure conference center operations are conducted efficiently and in accordance with established policies and procedures. As a supervisor, the Administrative Assistant III is responsible for the training, supervision, and performance management of assigned staff. This includes developing work schedules, assigning responsibilities, monitoring performance, providing coaching and guidance, and ensuring all front desk and conference center duties are performed in compliance with KCTCS policies, procedures, and customer service standards. The position is also responsible for identifying opportunities to improve operational efficiency and customer satisfaction. The successful candidate must possess a thorough knowledge of System Office departments, services, organizational structure, and college functions to appropriately assist and direct visitors and callers. This position requires excellent communication, interpersonal, and problem-solving skills, along with the ability to exercise sound judgment, maintain confidentiality, and effectively manage multiple priorities in a fast-paced environment. The Administrative Assistant III serves as an ambassador for KCTCS and is responsible for promoting and protecting the KCTCS brand by ensuring all visitors and guests receive a professional, courteous, and positive experience. The position must demonstrate a high level of professionalism, initiative, attention to detail, and commitment to customer service excellence. The ideal candidate will be highly proficient in the Microsoft Office Suite, including Word, Excel, Outlook, PowerPoint, and Teams, and possess the ability to learn and effectively utilize scheduling, event management, and facility management software systems. Experience with conference center scheduling platforms, including scheduling software, is highly desirable. Strong organizational skills, adaptability, and the ability to effectively coordinate multiple events and priorities simultaneously are essential for success in this role. Positions with the KCTCS System Office located in Versailles, KY are term-contract positions, with the expectancy of continuance based on performance. KCTCS offers a hybrid work schedule with a requirement to be onsite a minimum of 3 days per work week. Hybrid work schedules are subject to periodic review and may be modified or terminated at any time.

Job Duties:

Oversees the daily operations of the front desk and conference center, ensuring efficient and professional management of reception services, visitor assistance, telephone communications, meeting room scheduling, and event coordination. Responsible for maintaining a welcoming environment, delivering exceptional customer service to internal and external constituents, and ensuring conference center activities are conducted smoothly and in accordance with established policies, procedures, and operational standards. Creates, implements, and continuously enhances customer service procedures that promote a positive and professional image of KCTCS. Ensures all visitors, callers, staff, and external constituents receive timely, courteous, and effective assistance, fostering an environment that reflects the organization's commitment to excellence, responsiveness, and customer satisfaction. Provides conference center meeting needs included, but not limited, room setups by arranging tables, chairs, air walls, and podiums, setting up technology, guest presentations, and catering resources for requested meeting needs Analyzes incoming requests, inquiries, and service needs received both in person and by telephone, assesses the nature and urgency of each request, and directs individuals to the appropriate System Office department, college, or staff member. Utilizes comprehensive knowledge of KCTCS organizational structure, services, and resources to ensure callers and visitors receive timely, accurate, and effective assistance while maintaining a high standard of customer service. Advises management on pertinent information, reports, irregularities, and problems as they occur along with recommendations for solutions Schedules company fleet vehicles, documents maintenance, keeps records, car keys and debit cards. Receives, books, and monitors schedule of meeting rooms. Other duties as assigned.

Minimum Qualifications:

Associate's Degree in Business and four (4) years of relevant experience or equivalent.

Preferred Qualifications:

Bachelor's Degree in Business and four (4) years of relevant experience or equivalent.

Additional Skills Requested:

Business Administration; Business KCTCS has only one opportunity to make a positive first impression. As the front desk serves as the primary point of contact for visitors, students, vendors, employees, and callers, this position plays a critical role in representing the organization in a professional and welcoming manner. The individual in this role must consistently provide exceptional customer service, creating a positive experience for all guests and callers through courteous interactions, professionalism, and effective communication. This position also is the first responder to potentially adverse situations where a visitor has a complaint or is disgrunted -- Diplomacy is essential. The responsibilities of greeting and assisting visitors, answering and directing incoming calls through a multi-line telephone system, responding to inquiries, and ensuring guests are connected with the appropriate personnel or resources all hapens in a routinely fast-paced environment. The successful candidate must demonstrate a pleasant and professional telephone voice, strong interpersonal skills, and the ability to remain calm, courteous, and efficient in in all cituations. This position requires proficiency in the Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint, as well as the ability to effectively operate a multi-line phone system. The position must become familiar with audio visual equipment in the conference center to be able to troubleshoot issues for guests and presenters. The employee must exhibit a professional demeanor at all times and maintain a strong customer-service mindset when assisting both internal and external customers, visitors, and management. 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Conference Center Coordinator (Administrative Assistant III)