University Event Coordinator and Administrative Assistant to the CFO

Carson-Newman University is a Christian, liberal arts-based University built upon the Lordship of Jesus Christ as evidenced historically and revealed in the Scriptures. Our mission as Christian educators is to help our students reach their full potential as educated citizens and worldwide servant leaders.

Job Title: University Event Coordinator & Administrative Assistant to the CFO

Department: Financial and University Services

Reports To: Vice President for Financial and University Services

Location: On-site

FLSA Status: Non-Exempt

Annual duration: 12-month

Expected hours per week: Full-time, contained in the standard university work-day. 37.5 hours per week

Part-time hours, if applicable: N/A

Supervisory Responsibilities: None

Summary Description: The University Event Coordinator & Administrative Assistant to the CFO is responsible for the University calendar through collection, scheduling, and communication of various events happening on campus. This position will be the centralized unit for all constituencies to schedule an event and/or reserve a venue on campus. This position will also provide administrative support to the VP of Finance and University Services.

Essential Functions:

• As an intentionally Christian academic community, all employees are expected to advance the mission, vision, and identity of Carson-Newman University and work as cooperative, collegial members of the University while modeling appropriate moral conduct on and off campus.
• Regular attendance and performance of duties in alignment with university policies and the terms of employment reflect commitment to the campus community.
• As Christian educators, employees are expected to actively support and participate in a local church.
• Serve as the primary point of contact for all event scheduling and campus facility reservations and related administrative coordination.
• Establish and maintain an accurate inventory of campus facilities and reservable spaces, including associated policies and fee structures for external use.
• Coordinate and synchronize event information across campus constituents to support accurate planning and inclusion on the master calendar.
• Maintain and update the University's master calendar to ensure accuracy, accessibility, and effective communication.
• Collaborate with campus departments (e.g., food service, facilities, housekeeping, technology) to coordinate logistical needs for events and meetings.
• Prioritize events accordingly with established tier structures and institutional priorities while ensuring efficient use of campus resources.
• Provide administrative support to the CFO, including calendar management, meeting coordination, preparation of materials, and handling communications with professionalism and confidentiality
• Prepare, edit, and distribute correspondence, reports, and other documents; manage incoming calls, emails, and inquiries, routing as appropriate
• Maintain organized filing systems, records, office supplies, and equipment to support effective office operations
• Assist in the planning and execution of meetings, events, and special projects, including logistics, scheduling, and follow-up tasks.
• Communicate scheduling conflicts and coordinate resolutions with supervisors and relevant stakeholders across departments.
• Other duties as assigned by the Chief Financial Officer

Education: Minimum high school diploma required.

Experience: Bachelor's degree preferred or 3-5 years office management experience preferred.

Required Skills: Must be proficient in Microsoft Office products. Must be organized and detail oriented. Must maintain strict confidentiality. Demonstrates grammatically correct and concise oral and written communication.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Prolonged periods sitting at a desk and working on a computer. Must be able to lift up to 15 pounds at a time. Must be able to access and navigate campus facilities.

To successfully perform this job, the employee must be able to sit, stand and bend to handle routine duties in an office area. They must be able to use a computer screen that is sight based. They must be able to speak to employees or others in person, by phone or in group meetings. They must be able to lift boxes or files weighing up to 25 pounds. This person should be able to move about campus or where needed either by walking or driving.

General Information: This description is designed to describe the general nature of the job and is not intended to be an exhaustive list of all responsibilities, skills and duties. It is the responsibility of the supervisor for this position to formally outline in writing any performance expectations including specific duties for which the employee assigned to this position will be held accountable in terms of performance evaluation.

Employee Expectations: The University expects all employees to conduct themselves in a manner that is appropriate for a Christian institution and to be worthy examples in moral conduct and behavior for the students of the University and fellow employees.