Campus Events and Residential Operations Coordinator

Department

Conference Services and Pine View Properties

Status

Full-Time

Time Period

40 hours / 12 months

Available

April 15, 2026

Description

The campus events and residential operations coordinator supports the daily operations of both conference services and Pine View Properties by assisting with event coordination, campus scheduling, housing operations, and customer service.

This shared position ensures accurate scheduling, organized records, and responsive communication with clients, residents, vendors, and campus partners. The role contributes to smooth event execution, efficient housing operations, and a positive experience for conference guests, campus departments, and Pine View residents.

Through administrative coordination and operational support, this position helps maximize the effective use of campus facilities and housing resources while supporting the university’s mission of hospitality, service, and excellence.

Responsibilities

Conference Services (20 hours per week)

Event Coordination and Campus Calendar Management:

Maintain and update the campus master calendar with event information.
Correspond with event planners to confirm event details, scheduling needs, and space availability preventing scheduling conflicts and double bookings.
Verify room availability and coordinate setup and breakdown times.
Communicate with the registrar’s office regarding events occurring in academic spaces.

Conference and Camp Administrative Support

Assist with event logistics including room assignments, rooming lists, and event details.
Maintain event records and documentation.
Support pre-event preparation and post-event closeout tasks.
Assist with coordination of camps and conferences hosted on campus.

Billing and Financial Documentation Support

Track space usage, services provided, and event changes.
Assist with documentation and submits required for billing and invoicing.
Maintain organized records related to conference and event usage.

Customer Service and Guest Experience

Respond to routine questions from event planners and camp coordinators.
Provide professional communication before, during, and after events.
Support day-of-event coordination as needed.

Event Signage and Wayfinding

Prepare directional signage for campus events.
Assist with placement and removal of signage as needed.

Pine View Properties (20 hours per week)

Apartment Operations Support

Conduct move-in and move-out inspections for apartment units.
Document unit condition and assist with apartment turnover processes.
Maintain and update the apartment chart with unit status, color coding, and key dates.

Key and Property Management

Manage apartment keys and maintain accurate key logs.
Ensure keys are properly stored and documented.

Resident Communication and Customer Service

Monitor the Pine View Properties email inbox.
Answer incoming phone calls and return voicemails promptly.
Send notices and communications to residents as needed.
Provide courteous and helpful communication with residents.

Documentation and Record Keeping

Scan, organize, and maintain documentation related to apartment operations.
Maintain organized records to support operational accuracy and compliance.

Maintenance and Vendor Coordination

Schedule vendors for apartment turns and maintenance needs.
Coordinate maintenance activities as directed.
Enter maintenance work orders into the property management system (AppFolio).

Pine View Event and Resident Engagement Support

Assist with communication and coordination of events hosted at Pine View Properties.
Support planning logistics for resident gatherings or community events.
Coordinate communication with residents regarding upcoming activities.
Assist with event preparation and logistical coordination as needed.

Qualifications

Knowledge of general administrative procedures, office organization, and record management.
Basic understanding of event coordination, scheduling systems, and customer service practices.
Familiarity with housing operations, maintenance coordination, or property management systems is helpful.
Strong organizational and time-management skills with the ability to manage multiple tasks and priorities.
Excellent written and verbal communication skills for interacting with clients, residents, vendors, and campus departments.
Ability to maintain accurate records and documentation.
Strong customer service and interpersonal skills.
Proficiency with standard office software (Microsoft Office, email platforms, scheduling tools).
Ability to coordinate responsibilities across multiple departments while maintaining attention to detail.
Ability to prioritize tasks, meet deadlines, and adapt to changing schedules or event needs.
Ability to communicate professionally and respond to inquiries in a timely manner.
Ability to maintain confidentiality and handle sensitive information appropriately.
Ability to work both independently and collaboratively in a team environment.
Ability to learn and utilize institutional systems such as scheduling platforms and property management software (e.g., AppFolio).
Previous experience in administrative support, event coordination, customer service, housing operations, or hospitality preferred.
Experience working with scheduling systems, office management tools, or property management software is beneficial.
Associate’s or bachelor’s degree in business administration, hospitality management, communications, or a related field preferred.

Benefits

CIU provides a benefits package that includes:

Health Plan;
401(k) plan with match opportunity;
Employer provided group life insurance;
Long term disability insurance;
Vacation days, holidays, sick leave, family leave;
Educational benefits: tuition reduction for PreK3-Graduate.