Under general supervision, performs University facility scheduling functions and provides departmental administrative support. Scheduling Coordinator takes direction primarily from the Assistant Director but works to support all functions of the Business Services and Special Events Office. This position is housed in the Business Services/Special Events Office Suite and responds to day-to-day facility reservations needs of students, faculty, staff, and guests. This full-time position also assists in the monitoring of contracted auxiliary service operations and performs general administrative work of considerable difficulty for the Director of Business Services and staff.
Typical Duties/Job Duties
1. Plans and schedules events and meetings utilizing campus scheduling system; reserves rooms for both campus and off-campus groups and organizations, as requested; contacts patrons as necessary to follow up with questions and to ensure all documentation is received; makes decisions regarding allocation of meeting and conference rooms under general direction of the Assistant Director of Special Events; coordinates with Events Managers and internal University rental customers to develop and record detailed event/facility rental set-up instructions for use by Events Managers in scheduling and staffing; sends customer service evaluations to facility renters after event.
2. Develops customer pricing information; prepares and sends rental contract; sends waiver and liability release, alcohol use form (if needed), and reservation confirmation to customers; follows up with rental customer to ensure completed paperwork is returned by established deadlines.
3. Works closely with Events Managers to obtain rental event billing information; prepares billing requests to Bursar’s Office, listing customer, facility fee, and accounts to be credited when bill paid; prepares monthly list of reservation fees owed by customers and refers to supervisor.
4. Prepares and distributes weekly schedule of activities.
5. Coordinates with Senior Scheduling Coordinator when reserving academic facilities; assists with academic scheduling and space planning functions as needed.
6. Assists the Assistant Director with oversight and reconciliation of contracted auxiliary services, receivables, and commission payments. Assistance includes scheduling and attending contract advisory committee meetings; taking detailed minutes during these meetings to be distributed to committee members; reconciling commission payments to ensure accuracy in the amount and time of receipt; updating contract files with annual receivables from contractor; and assisting in request for proposal processes for expiring contracts.
7. Leads in the coordination, contracting, billing, and revenue reconciliation of summer camps and conferences; cultivates relationships with Summer Camp and Conference customers; gathers and compiles future camp predictions to create revenue and expense projections.
8. Assists with the preparation of proposals and bid requests for service areas assigned to the Director; procuring price quote information for purchasing needed supplies, equipment, and services related to Special Events Facilities and Services and all other inherent responsibilities.
9. Supervises all merchandising operations associated with special events. Provide and maintain financial accountability and reporting inherent to these merchandising responsibilities.
10. Assists in financial accountability/reporting, including some database management and tracking budget accounts; assist with the preparation of auxiliary service budgets as assigned; assists in maintenance of departmental payroll and purchasing records; assists in maintenance departmental labor and expense account records; assists in reconciliation of departmental accounts monthly with University accounting system (Banner).
11. Maintains petty cash funds used for soft drink/snack machinery, and copier refunds; audits refund vouchers and resolves discrepancies, as required; replenishes petty cash funds, as needed; prepares cash receipts and interdepartmental transfers (IDT’S) for Bursar’s Office.
12. May serve as receptionist for the department, greeting staff, faculty, students, visitors, and others by phone and in person; coordinates the answering of the public phone line with information desk staff when needed; provides information about special event facilities or minor interpretations of procedures, policies or practices; answers the telephone, addressing the caller in a professional, service-oriented manner; routes calls, takes messages, and/or makes appointments, as appropriate.
13. Develops an awareness of on-campus events and facility policies and procedures; articulates these as necessary to patrons; coordinates campus-wide training workshops.
14. Compiles data related to the assignment and reservation of university space for meetings, activities, and events; organizes statistical data for reports concerning such items as space devoted to various educational and departmental activities and customer service assessments.
15. Types correspondence and minutes from handwritten draft or tape recording; responds to correspondence via email and phone; proofreads written materials, as requested; prepares form letters to customers for Director’s signature.
16. Communicates with faculty, staff, students, visitors and others in the course of performing work or coordinating tasks, as appropriate.
17. Occasionally required to work large campus wide special events.
18. Reviews and updates departmental website and publications.
19. Maintains computer and hard copy department files in an accurate and timely manner; adheres to records maintenance, confidentiality, and related practices and policies.
20. Attends all scheduled meetings and training sessions; participates in campus committees; performs other related duties as assigned
21. Plans and organizes work to ensure completion of tasks and functions in an accurate and timely manner.
22. Performs other duties as assigned.
Knowledge, Skills and Abilities
• Ability to communicate well both written and orally.
• Aptitude to exercise considerable independent judgment, initiative, and tact in handling sensitive public relations issues, meeting urgent deadlines, and making decisions while under pressure.
• Cheerful and professional attitude daily that will not diminish as a result of the commitment to working occasionally irregular hours, including nights, weekends and holidays, as dictated by event schedules.
• Practiced skill in delivering high level customer service to a variety of patron types in a fast-paced environment.
• An ability to consider a situation from many competing points of view and make decisions based on the best outcome for the University as a whole.
• Good analytical skills and the ability to create innovative solutions to space management requirements.
• A demonstrated ability as a communicator with effective listening and negotiating skills.
• Strong leadership judgment, analytical and problem solving skills.
• Ability to learn quickly and adapt to change.
• Ability to prioritize tasks.
• Organizational and self-motivation with above average interpersonal skills.
• Familiarity with MS Office software and a demonstrated ability to learn and work with large departmental and University wide programs and systems.
• Knowledge of secretarial, clerical, and general office procedures and practices; knowledge of spelling, grammar, and punctuation; knowledge of cash handling procedures; knowledge of word processing and spreadsheet applications and software; knowledge of Microsoft Office Suite.
• Ability to type 40-50 WPM; ability to organize and complete tasks in an accurate and timely manner; ability to perform work requiring accuracy and attention to detail; ability to perform work in an independent manner; ability to interact effectively with a wide variety of customers and users; ability to integrate new and different software packages as they become available; ability to operate a variety of office equipment.
• Skilled in oral and written communication; skilled in interpersonal relations.
Bachelor’s degree in any field plus one year of diversified public relations, administrative, managerial, customer service, facilities reservations, or equivalent experience; OR possession of a high school diploma or GED certificate plus three years of related field experience in customer service or facilities reservations.
• Experience with scheduling software preferred.
• Experience in the education sector preferred.
Angelo State University is an equal opportunity employer and is committed to promoting and ensuring equal employment opportunity for all individuals without regard to race, color, religion, sex, national origin, age, sexual orientation, disability, or veteran status. In compliance with the Americans with Disabilities Act (ADA), Angelo State University is committed to providing reasonable accommodations to ensure equal access to employment opportunities for qualified individuals with disabilities. We are committed to ensuring that a qualified individual with a disability has the same rights and privileges in employment as non-disabled employees. If an accommodation is requested for the job application process, please contact our office at (325) 942-2168 or email us at [email protected].