Entrada Scholars Program – Entrada Student Event Coordinator

Do you enjoy planning events, staying organized, and helping build community? As the Entrada Student Event Coordinator, you will help bring Entrada's 40th Anniversary celebrations to life by supporting event planning, alumni engagement, volunteer coordination, and project management. You'll work closely with the Entrada team to organize timelines, coordinate activities, manage event logistics, and help prepare program resources for future years. This position is a great opportunity to develop leadership, communication, event planning, and organizational skills while making a meaningful impact on the Entrada community.

Job Requisition: Entrada Student Event Coordinator (Student Employment)

Position Title:
Entrada Student Event Coordinator

Department:
College Access Programming Office (CAPO)

Positions Available:
1 Student Employee

Compensation:
$15.00 per hour

Hours:
Approximately 10-12 hours per week; preferred schedule of four 3-hour shifts per week.

Term of Employment:
November 30, 2026-May 2027 (excluding scheduled academic breaks)

Job Description Summary

Do you enjoy planning events, staying organized, and helping bring people together? As the Entrada Student Event Coordinator, you will help support Entrada's 40th Anniversary celebrations, assist with alumni engagement efforts, and organize important program resources for future years. You'll work closely with the Entrada team to coordinate events, manage project timelines, support volunteers, and help improve program operations. This role is a great opportunity to develop skills in event planning, project coordination, communication, and leadership while making a meaningful impact on the Entrada community.

Position Overview

The Entrada Scholars Program is seeking a Student Event Coordinator to assist with the implementation of Entrada's 40th Anniversary celebrations and support operational planning for Entrada 2027. This position will help coordinate events, organize alumni volunteer involvement, maintain project timelines, and assist with organizing Entrada's SharePoint resources and annual planning materials.

The Student Event Coordinator will work closely with CAPO staff to organize tasks, schedules, materials, and planning documents. The coordinator will also help support the development of an Entrada Scholars Alumni Volunteer Group and collaborate with Entrada Ambassadors on event-related projects. CAPO staff will establish priorities, oversee workflows, and approve decisions. This student role supports implementation and coordination and does not include formal supervisory responsibilities.

Essential Job Functions

40th Anniversary Event Coordination

• Help coordinate implementation of Entrada's 40th Anniversary activities, including the Entrada Talent Show, Entrada Community Conversation, Entrada Discovery Day, and Legacy Luncheon.
• Prepare and maintain task lists, timelines, project calendars, and event checklists.
• Assist with scheduling meetings, organizing space requests, coordinating supplies, and tracking event logistics.
• Follow up on assigned tasks with CAPO staff and campus partners and communicate any barriers or delays.
• Provide event support including setup, check-in, guest assistance, activity coordination, and cleanup.

Alumni Volunteer Group Development & Coordination

• Assist CAPO staff in developing an Entrada Scholars Alumni Volunteer Group.
• Help organize volunteer recruitment, meeting invitations, availability tracking, onboarding information, and communication.
• Coordinate approved volunteer assignments, preparation meetings, schedules, and follow-up activities.
• Maintain volunteer rosters and project trackers.
• Support a welcoming and organized volunteer experience that strengthens alumni engagement and participation.

Ambassador Collaboration & Event Team Support

• Work with CAPO staff to identify event preparation projects appropriate for Entrada Ambassadors when their schedules allow.
• Communicate approved assignments, deadlines, and project details to participating Ambassadors.
• Track project progress across Ambassadors and volunteers using shared plans and task trackers.
• Refer personnel matters, work assignment changes, and scheduling conflicts to CAPO staff.

SharePoint Organization & Entrada 2027 Preparation

• Review and organize existing Entrada files housed in SharePoint.
• Assist with creating a clear and sustainable folder structure for annual planning and record retention.
• Help develop reusable templates, yearly folders, and simple documentation for future program setup and archiving.
• Support updates to planning documents, schedules, activity calendars, and other operational materials under staff guidance.

Program Communication & Coordination

• Attend required trainings, planning meetings, and staff check-ins.
• Maintain accurate project timelines, task trackers, schedules, and progress updates.
• Communicate proactively about priorities, deadlines, challenges, and scheduling conflicts.
• Support Entrada's commitment to belonging, access, opportunity, teamwork, and confidentiality.

Required Qualifications

• Strong organizational skills and attention to detail.
• Ability to manage multiple projects and meet deadlines.
• Professional verbal and written communication skills.
• Dependable, responsible, and able to work independently.
• Comfortable using Microsoft Office and SharePoint or willing to learn new systems quickly.
• Ability to recognize when guidance or approval is needed from staff.

Preferred Qualifications

• Experience with event planning, volunteer coordination, administrative support, or project management.
• Familiarity with Entrada and its mission.
• Interest in alumni engagement, operations, project coordination, or campus programming.
• Knowledge of Calvin University resources, facilities, or student life.

Training Provided

• Entrada history, mission, anniversary initiatives, and summer program overview.
• Event planning, logistics coordination, project tracking, and communication practices.
• Volunteer coordination and collaboration with Entrada Ambassadors.
• SharePoint organization, annual file management processes, document tracking, and confidentiality expectations.

Additional Information

This position offers valuable experience in event planning, project management, alumni engagement, program operations, and organizational leadership. The Student Event Coordinator will play an important role in supporting Entrada's 40th Anniversary celebration while helping prepare systems and resources for future program success.

FAITH and EDUCATIONAL COMMITMENT

1. Commitment to the educational mission of Calvin as a Christian liberal arts University affiliated with the Christian Reformed Church.

2. A commitment to the Christian faith and to the integration of faith, learning, and student development.

DIVERSITY COMMITMENT

Demonstrated awareness and commitment to effectively establishing relationships and positive communication across multiple dimensions of diversity including, but not limited to, race, gender, physical limitations, class, or religious perspectives.