Campus Operations Coordinator

Position Summary

Located 45 minutes from the Nation’s Capital, nestled in a history-rich community of southern Maryland, The College of Southern Maryland (CSM) is a two-time Aspen Award-winning institution (top 15% of Community Colleges) with academic programs in over 100 disciplines. CSM is among America’s top 100 producers of Minority Associate Degrees in twenty categories, according to Diverse Issues in Higher Education. CSM offers excellent health insurance benefits; State Retirement Pension plan; wellness programs; Code Green early closure Fridays in the summer; college closure for spring break and several major holidays, including the week between Christmas and New Year; and for several days in March for Spring Break. We are an innovative institution committed to student success and well known for our flexibility to meet student and community needs.

This position is open to Internal Candidates only. The Campus Operations Coordinator actively supports the activities of Campus Operations by seeking out efficiencies, contributing to positive and professional communication, striving to ensure the delivery of a campus ready environment on a daily basis, and assisting with space management projects, signage, and other initiatives. The Campus Operations Coordinator is responsible for assisting the College Event Manager with the planning and execution of successful external and internal events under the framework of college values, policy and procedures. The Coordinator is a key resource on campus and is called to develop and maintain cooperative relationships with diverse range of internal and external stakeholders and works closely with other college campus operations team members. The individual in this position is a power user of the college’s scheduling software and is responsible for assisting with space assignments for all credit, continuing education, and events on all campuses. The Coordinator reports to the Campus Operations Director and is the "eyes and ears" for the unit at each campus location.

College of Southern Maryland conducts background checks in order to ensure the safety and well-being of the College's staff and students. The final candidate for this position will be subject to the following background checks: Criminal History Check and Sex Offender Registry Check.

This position is open until filled. For best consideration, apply by 11:59 pm, EST on Friday, May 27, 2022. The College of Southern Maryland is an Equal Opportunity Employer.

The College of Southern Maryland values the safety of its students, faculty, and staff. As part of that commitment, the College will require offers of employment extended after December 1, 2021 to be contingent on the candidate providing proof of being fully vaccinated for COVID-19 prior to the start date of employment. As a new employee, you will be required to comply with this mandate and all the current campus health and safety protocols, including wearing a mask. Specific Duties and Responsibilities

Essential Functions:

Provides support to colleagues as needed to make meeting room and flex office reservations using Outlook

Responsible for notifying supervisor immediately when an activity requires changes to security, information technology or maintenance schedules and assists with negotiations when weekend and after-hours staffing is needed

Manages a variety of projects with frequent interruptions and shifting priorities to organize a continuous flow of work in a timely manner with mandatory deadlines

Assists with the research, vendor communication and budget requests for campus enhancements (furniture, paint/carpet, equipment etc.)

As a key campus support personnel, actively submits and tracks work orders for maintenance issues in classrooms, public spaces, meeting rooms, offices and campus grounds as needed

As needed, serves on committees to facilitate large campus and college-wide events (Graduation Committee, All-College Convocation committee, capital project events, donor events, employee events and student focused events

Assists with space management projects as assigned

Assists with keeping campus signage accurate and recommends additional signage to optimize the campus experience

Provide fiscal assistance the Campus Operations Director II as needed

Assists with the development of budget recommendations for the replacement and upgrade of classroom, public space and event rooms furniture, décor, and equipment

Represents the Campus Operations Director II in meetings as needed. In his/her absence, makes decisions with regard to deployment of resources and communication in pursuit of customer service within the framework of the department

Supports supervisor, schedules and participates in campus coordination bi-weekly team meetings including campus leads in IMT, PSD, FCL and other interested campus representatives

Assists with the mail and package delivery process on campus to help ensure timely and secure distribution

Scheduling Management

Assists the Academic Scheduler in accurately inputting all room assignments for credit and continuing education courses abiding by the Credit and Continuing Education Schedule Development Timelines for all semesters. This requires detailed knowledge of room sizes and configurations and equipment. More importantly, it requires a great deal of negotiation with departments on their space needs and finding creative and strategic ways to meet those needs

Responsible for the day-to-day management of scheduling activities by being very responsive to daily email, telephone and in person requests and trouble-shooting requests

Assists with developing, adhering to, and maintaining policies and procedures for determining scheduling priorities

Assist with the development and distribution of various reports (room assignment reports, enrollment reports, utilization reports, scheduling tie-down/weekend reports)

Responsible for pre-semester room inventories to ensure furnishings and equipment are in place and adequate

Event Management

Assists the College Event Manager with the management of requests for both internal and external customers for campus space by scheduling and recording event elements using the college scheduling software

Assists with the consultation with customers to determine the goal, target audience, format of the event, event requirements, room set up, technology and catering requirements for meetings, training, and events. This requires detailed knowledge of room sizes and configurations and equipment as well as numerous college wide policies and procedures regarding facility use and payment of fees.

Acts on behalf of the college to communicate and ensure compliance of the facility use policies to establish the best outcome for the customer, college and most importantly our students

Coordinates with the other departments of the college for facility set up, audio-visual equipment, computer, telecommunications equipment, signage, and catering to deliver a complete package for the customer

Works with College Event Manager to evaluate completed post event surveys from customers to improve or modify services

Prepares special event directional signs and room signs

Additional Duties:

Performs other related work as required. Minimum Education and Training

Associates degree or related work experience required

Minimum of three (3) years conference scheduling, planning and/or events management experience

College environment work experience preferred Minimum Qualifications and Standards Required

Knowledge, Skills and Abilities

Excellent computer and technology skills; preferred Astra Scheduling software experience

Excellent oral, written, and interpersonal skills required

Strong organizational skills

Ability to work efficiently without close supervision

Ability to work well under pressure and multi-task

Ability to work well with diverse groups

Ability to maintain a flexible schedule

Ability to be a college resource by understanding campus floor plans, employees’ roles, organizational charts, policies and procedures

Ability to maintain a good working relationship with a wide range of college staff and faculty

Ability to model excellent customer service and teamwork by demonstrating a positive and enthusiastic attitude towards the College’s mission and seeks out resolution to any conflicts on campus

Physical Requirements:

The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly.