Facilities Scheduling Coordinator (Sylvania Campus)

Mar 14, 2017
Institution Type
Community College

Facilities Scheduling Coordinator (Sylvania Campus)

Portland Community College

Requisition Number: 09003

Location: Sylvania Campus

Address: 12000 SW 49th Avenue, Portland, OR

Hours of Work: 8 a.m. to 5 p.m. Monday - Friday

Position Status: Classified; Salary Level 20, Fulltime, Non-Exempt

Starting Salary Range: $3,437 - $3,511 per month

Job Close Date: For best consideration apply by March 31, 2017

Job Summary:
Under the direction of the Campus President, the Facilities Scheduling Coordinator is responsible for coordinating the scheduling of room assignments and events for the Sylvania Campus; the purchase of furniture for general purpose classrooms, malls and other campus-based areas. Functions as the key liaison and subject matter expert for the integrated records management system for uniform district-wide scheduling software applications.

The Facilities Scheduling Coordinator functions independently in accordance with College and State requirements and interacts with a diverse group of individuals and organizations including campus administration, faculty, staff, students, contractors/vendors and the outside community.

PCC Benefits

PCC offers a comprehensive benefit package designed to provide employees and their families, including domestic partners, with a access to a broad range of benefit options.

Includes Health, Dental, and Vision options, Group Life, Auto and Home Insurance. Retirement and tax deferred 403B plans.

Paid Leave
Starts at 6.67 hours of Vacation leave per month (additional vacation hours with years of service)
8 hours of Sick Leave per month
24 hours of additional Personal Leave days per year
11 Paid Holidays

Additionally, PCC provides a tuition waiver for yourself, domestic partner, and children under 24 years of age. Tuition reimbursement for yourself at other accredited institutions.

For a complete list of PCC benefits please copy and paste the following link into another browser http://www.pcc.edu/hr/benefits/

Typical Duties and Responsibilities

1. Coordinates facilities scheduling of approximately 2,000 classes per term using scheduling software and Banner applications. Places classes into 78 general purpose classrooms by downloading course data to/from Banner, editing files, preparing and running scheduling software, producing preliminary room assignments for review, proofreading printed schedule and correcting department and software errors.
2. Responsible for the academic course management system (Resource 25) interface with student information system (Banner). Develops facilities scheduling procedures to maximize effective space utilization. Leads continuing efforts to improve scheduling and calendaring applications.
3. Coordinates the scheduling of more than 2,000 special events and meetings occurring on campus each term using scheduling software. Events are scheduled for individuals within the college and the outside community.
4. Interacts with campus management to coordinate facilities schedule information. Coordinates resources for events with other college departments and support services.
5. Invoices all chargeable events and maintains accurate accounting of invoices billed, payments received and associated personnel costs in compliance with college and State requirements. Provides documentation and confirmation of costs and reservations to facilities users. Generates and revises contracts for special events; evaluates risk, processes Certificates of Insurance and ensures proper contracts and related insurance are on file.
6. Functions as key liaison, service provider and subject matter expert to academic departments and users of R25 scheduling system. Performs maintenance of the scheduling software application including configuring the application to change room features and assignment codes; assigns and maintains user privileges; creates new menu options; develops and updates table configurations and procedures and forms. Develops training manual for use of scheduling software and conducts training and support for campus support staff.
7. Works closely with staff to coordinate room assignments and resolve scheduling conflicts. Works with departments to maximize utilization of facilities in order to support additional classes and students.
8. Responsible for the purchase of furniture for general purpose classrooms, mall areas and other campus-based areas. Obtains input on furniture requirements, contacts vendors, obtains quotes, makes selections, and coordinates delivery and installation. Works with Central Storeroom to remove surplus furniture and equipment from classrooms, offices and storage areas. Coordinates with Plant Services to schedule moves, remodel projects, maintenance projects and special event arrangements.
9. Acts as a liaison between college departments and divisions regarding room utilization reports, analysis, policies and procedures. Monitors, tracks and reconciles facilities use budget.
10. Oversees the work of Campus Scheduling Coordinator, student help and casual employees.
11. Consults with software vendor, CollegeNet, and other colleges throughout the United States. Conducts informal training and demonstrations for external scheduling software users to support the college's ongoing relationship with Resource25/CollegeNet.
12. Participates as an active member of the Campus Safety Committee by attending regular meetings, and working with District Safety Officer to be alert to hazardous safety conditions.
13. Works closely with the Fire Marshall and other regulatory agencies regarding campus facilities in the absence of supervisor.
14. Provides campus tour of facilities for future campus users and customers.

Minimum Qualifications:
Minimum Qualifications

- Associate's degree or equivalent with coursework emphasizing computer-related discipline, business technology or related field. Relevant experience may substitute for the degree requirement on a year-for-year basis.

- Three years of administrative support experience with the primary focus of the experience encompassing the organization of large volumes of information; and using computer and customer service skills. Computer programming familiarity required. Working knowledge of word processing, spreadsheet and database applications required.

- Must be detail oriented and accurate; possess excellent interpersonal, public relations, organization, problem solving, conflict resolution and supervisory skills. Must have the ability to communicate effectively through oral and written mediums, work with minimal supervision and work with a diverse population.

Work Environment

Work is generally performed in an office area with some exposure to inclement weather when posting signs, checking classroom capacities, etc. Exposure to video display terminal occurs regularly. Job requires significant concentration, both mental and visual, while editing, proofreading and preparing data. Scheduling deadlines often create work pressure. Must stay abreast of technology related to job.
Physical Requirements

Learned physical skill required to perform keyboarding functions. Position requires sitting for long periods in front of video terminal, and periods of standing and walking. Occasional lifting, carrying, pushing/pulling is required for moving surplus equipment and furniture, classroom and special event setups.

Special/Preferred Qualifications:
Special/Preferred Qualifications

- Experience with computer scheduling and resource management software. Experience with Google platforms, Banner, Resource 25 and 25 Live.

- High-quality customer service skills in a large-volume, multi-site organization.

- Lead or supervisory experience working with internal stakeholders for classroom and event needs.

- Experience working with external community-based group scheduling needs.

- Experience in budget administration, general accounting and rental agreements.

Additional Posting Information:
To apply for this position you must submit:
1. Completed online application
2. Cover Letter (attach document)*
3. Current Resume (attach document)*

* When you apply for the position, you will be given an opportunity to attach the above documents. They may be attached in either "Microsoft Word" or ".pdf" formats.

Notes to Applicant

- Applicants selected for hire will be required to pass a criminal background check as a condition of employment.

- This position is included in the bargaining agreement between Portland Community College and the Portland Community College Federation of Classified Employees (PCCFCE). Employment in this position will require, as a condition of employment, payment of monthly union dues or a monthly fair share fee in lieu of dues through automatic payroll deduction. Probationary period will be in accordance with Article 13 of the Classified Agreement. Current Classified employees are encouraged to review Article 15 for salary placement guidelines.

- Portland Community College will hire only United States citizens and aliens lawfully authorized to work in the United States. All new employees will be required to complete the designated Immigration Service Employers Verification I-9 form.

- As an Affirmative Action, Equal Employment Opportunity institution, PCC is actively seeking qualified minorities, women, disabled veterans, veterans and individuals with disabilities to enhance its work force and to reflect the diversity of its student body. Applicants with disabilities may request accommodation to complete the application and selection process. Please notify Human Resources at least three (3) working days prior to the date of need.

Documents that must be associated with this posting:
Cover Letter

Documents which can be associated with this posting:

Full Time/Part Time: Full Time

How to Apply
For complete job description and application instructions, visit: jobs.pcc.edu

As an Affirmative Action, Equal Employment Opportunity institution, PCC is actively seeking qualified minorities, women, disabled veterans, veterans and individuals with disabilities to enhance its work force and to reflect the diversity of its student body. Applicants with disabilities may request accommodation to complete the application and selection process. Please notify Human Resources at least three (3) working days prior to the date of need.


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