Scheduling Coordinator

Posting Number: R0002061
Location: Salem Campus


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Instructions for Applicants:
Please read the following carefully before beginning the online application process.
To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments -- listed at the bottom of the page -- must be submitted for each individual job post that you are interested in applying for. If there is an application deadline, please ensure that your application is submitted by the deadline. Once you submit your application you will not be able to edit your application.

Position Summary:This position is responsible for the coordination of scheduling events in university space including leading the governance process to allocate resources for effective and efficient event production.

In particular, this position is the university's responsible position for the supervision, technical administration, and overall daily functioning of EMS, the University's system of record for all academic and non-academic scheduling. The position requires a knowledgeable, thoughtful, persuasive, and dedicated problem solver who has empathy for the customers and community members and understanding of the fiduciary responsibilities and oversight required by Willamette.

Reasonable Accommodations Statement:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

JOB DUTIES:

• Documents, periodically reviews and recommends improvements to the Facilities Use Policy, Automobile Policy, the Master Calendar scheduling process and other scheduling procedures.
• Serves as the Technical Administrator for scheduling software which includes being responsible for oversight of configuration and upgrades, training, trouble shooting and database management.
• Manages the utilization of EMS software to successfully coordinate 10,000+ reservations annually, including developing processes, providing user training, and ensuring effective and consistent utilization.
• Leads efforts to improve events support. Evaluates existing business practices and makes recommendation for continual improvement.
• Leads routine production meetings; provides detailed event schedule for meetings; assists in establishing room usage rates.
• Works closely with Facilities Support, Bon Appetit, WITS and Campus Safety to coordinate services and staffing schedules.
• Researches departmental issues, recommends and creates solutions.
• Creates and negotiates contracts for use of university space.
• Creates, approves, and/or trouble shoots invoices, payments, and insurance documentation.
• Manages risk in relation to events.
• Responds to daily customer service needs for Willamette University Community and for external clients.
• Maintains financial reports to assist in the development of the annual operational expense budget.
• Other duties as assigned.

MINIMUM QUALIFICATIONS:
Advance knowledge of EMS scheduling software.
Strong computer skills and knowledge of Microsoft Office Suite.
Experience maintaining websites, phone and email skills.
Customer service experience.

PREFERRED QUALIFICATIONS:
Experience in higher education.
Bachelor's Degree.

TYPICAL WORK SCHEDULE:
Monday - Friday 8am to 5pm.

PHYSICAL DEMANDS & WORKING CONDITIONS:
Typical work is performed indoors in a normal office environment.

All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.

You will need to upload the following two documents as part of your application materials in the "My Experience" section labeled Resume:

• Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
• Current Resume

Incomplete applications will not be considered.



Apply online at https://willamette.wd1.myworkdayjobs.com/en-US/willametteuniversityjobs/job/Salem-Campus/Scheduling-Coordinator_R0002061

Believing that diversity contributes to academic excellence and to rich and rewarding communities, WU is committed to recruiting and retaining a diverse faculty, staff and student body. We seek candidates, particularly those from historically under-represented groups, whose work furthers diversity and who bring to campus varied experiences, perspectives and backgrounds.





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