Director of Scheduling and Event Services

Location
Beaumont
Posted
Aug 11, 2017
Executive Administration Jobs
C-Level & Executive Directors
Institution Type
Four-Year Institution


University of Puget Sound

Director of Scheduling and Event Services

Job ID: 3684

Location: Facilities Administrative E&G

Full/Part Time: Full-Time

Regular/Temporary:

Position Description

The Director of Scheduling and Event Services develops and communicates, in partnership with designated space managers, the overarching framework and protocols regarding space scheduling and event/meeting services. Oversees general space use and scheduling policies and provides oversight of a centralized software system that enables requests and approvals of space reservations and directs requests for event/meeting services such as room set up, catering, audio visual, security, etc. to the appropriate department. Ensures maintenance of accurate data within the system regarding characteristics of campus spaces. Partners with event owners and designated space managers to help manage logistics for events of strategic importance and complexity, and to offer guidance to owners of smaller events as may be needed. This position performs a variety of administrative, support, and planning duties, including on-site event coverage and assistance for major university events. Requires outstanding customer service and the highest level of professionalism and relationship-building with internal and external constituents. Requires someone who understands the university as a whole, has excellent planning skills, and is detail oriented with the ability to anticipate needs, multi-task and follow-through with exceptional reliability and care. This position will occasionally work early mornings, evenings and weekends to support key university events.

Responsibilities:

    Manages overall space policies, use, reservations, procedures and logistical support in partnership with designated space managers, scheduling departments, event owners, and supporting service departments. Ensures that policies are shaped by mission and address institutional priorities and regulatory and other limitations on space use. Ensures that procedures are user friendly and responsive to campus needs. Initiates discussions and decision-making about programmatic strategies, opportunities, potential conflicts, synergies, and other issues related to the successful execution of events. Demonstrates appropriate authority, ability and professionalism to prevent and solve problems while supporting events or managing day-to-day service operations. Provides oversight for functional administration of event scheduling software to efficiently schedule and support events. Ensures appropriate system security/privileges and data integrity within the meeting/event scheduling software, including accurate information about meeting rooms and space capacities. Supervises a Scheduling and Event Manager, event Logistics Coordinators, student staff, which includes hiring, on-boarding and training, establishing job performance standards and goals, assigning and scheduling work, and evaluating and providing feedback on job performance. Serves as a contact and collaborator for event owners and helps direct/manage logistics using knowledge and experience specific to the program. In conjunction with other university departments, ensures various event details are in place in advance of event date. Coordinates with university departments, outside vendors, and others as needed to ensure events run smoothly and are successful. Acts as the Facilities Services representative in the coordination of campus-wide events requiring equipment or assistance. Supervises the storage, allocation, distribution, set-up, and maintenance of all events equipment, including chairs, tables, staging, lighting systems, flags, lecterns, risers, and other special events equipment. Oversees setup and take down of equipment and furnishings such as folding chairs and tables needed for meetings, conferences, and events. Plans, coordinates and supervises staff and student-staff engaged in setting up staging, lighting, audio visual equipment, and other preparations for events. Collaborates with event owners and incoming performing groups for the unloading of their equipment and appropriate provision of comfort. Provides onsite support for events to ensure accuracy of room setups, cleanup, and event needs. Ensures university and building-specific policies are being followed while providing the highest level of service at all times. Assists in conducting inventory, space planning, design, improvement and purchasing of equipment and furnishings for Facilities Services; maintains inventory records; prepares reports; helps solve billing discrepancies; researches new equipment and furniture needs; recommends purchases taking into account budgeting impact. Provides guidance to students, faculty, staff, and Tacoma community on event requests, including but not limited to understanding of policies and regulations, appropriate spaces related to requests, and coordination with campus partners. Other duties as assigned

Supervisory Responsibilities

    Directly supervise Scheduling and Event Manager Co-supervise Logistics Coordinators Co-supervise student staff members

Qualifications:

Education & Experience:

    Bachelor's degree and three years of relevant experience or other acceptable combination of education and relevant experience.

Knowledge, Skills and Abilities:

    Excellent project management skills and the ability to manage complex timelines and multiple projects.

    Ability to work both independently and as part of a team.

    Excellent interpersonal, communication, and time management skills.

    Must be well organized and detailed oriented.

    Exceptional customer service skills with the ability to cultivate effective working relationships.

    Demonstrated high level of confidence in making strategic decisions, using good judgment, and applying innovative and creative problem-solving skills.

    Skilled in using Microsoft Office suite and a strong aptitude for using software and on-line tools in general.

    Ability to conceptualize, implement and oversee efficient and user friendly processes using centralized scheduling and event software. Experience with 25Live software a plus.

    Flexibility to work some early mornings, evenings and weekends to support university events.

    General understanding of basic A/V and multimedia technology.

    Ability to interact with a broad spectrum of customers.

    Ability to respectfully work, communicate and provide leadership within a diverse campus community.

PHYSICAL REQUIREMENTS:

    Frequently stand/walk, sit, perform desk-based computer tasks, and use a telephone.

    Occasionally kneel/crawl, twist/bend/stoop/squat, grasp lightly/fine manipulation, and grasp forcefully, lift/carry/push/pull objects that weigh 21-40 pounds.

WORKING CONDITIONS:

    May require extended work days (8+ hours), working early mornings, evenings and weekends on occasion.

Diversity Statement:

  • We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives.
  • We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community.
  • We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.

Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: http://www.pugetsound.edu/about/diversity-at-puget-sound/

Compensation and Benefits: Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.

This position is exempt from the provisions of the Fair Labor Standards Act.

Puget Sound offers a generous benefits package. For more information, visit: http://www.pugetsound.edu/about/offices--services/human-resources/overview-of-university-benefit/.

Application Deadline: Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified.

Required Documents:

When prompted to upload required documents, please upload resume. All additional documents can be uploaded within the application before submission. Applications submitted without the required attachments will not be considered.

  • Resume
  • Letter of Interest

All offers of employment are contingent on successful completion of a background inquiry and if applicable for the position, drug screen, physical test and functional assessment.

The University of Puget Sound is an equal opportunity employer.

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How to Apply
For complete job description and application instructions, visit: www.pugetsound.edu/employment

About Puget Sound
Puget Sound is a selective national liberal arts college in Tacoma, Washington, drawing 2,600 students from 48 states and 20 countries. Puget Sound graduates include Rhodes and Fulbright scholars, notables in the arts and culture, entrepreneurs and elected officials, and leaders in business and finance locally and throughout the world. A low student-faculty ratio provides Puget Sound students with personal attention from faculty who have a strong commitment to teaching and offer 1,200 courses each year in more than 40 traditional and interdisciplinary fields, including graduate programs in occupational and physical therapy and in education. Puget Sound is the only nationally ranked independent undergraduate liberal arts college in Western Washington, and one of just five independent colleges in the Pacific Northwest granted a charter by Phi Beta Kappa, the nation’s most prestigious academic honorary society. Visit "About Puget Sound" (http://www.pugetsound.edu/about) to learn more about the college.

As a strategic goal and through our core values, University of Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. EOE/AA





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