Conference Center Coordinator; Administrative Assistant III

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: 12 Months

Standard Hours: 37.5

Work Location: On-Site

FLSA Status: Non-Exempt

College: KCTCS System Office

Campus Location: KCTCS System Office

Department: SO/Admin Serv/Facilities

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

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.

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…