Academic Affairs Events and Scheduling Coordinator

Flagler•Saint Augustine, FL

About The Position

The Academic Affairs Events and Scheduling Coordinator schedules, promotes, plans, and executes internal and college-sponsored external programs and activities for Academic Affairs. The role excludes donor-related events, President-related events, and the Kenan Endowed Professorship. It coordinates staff and faculty events and manages internal communication requests for College facilities. The coordinator processes academic scheduling for faculty and Academic Affairs staff events and meetings through Saints Connect, confirming space availability and event appropriateness in accordance with the College’s mission and coordinating with other campus departments for space and approvals. The position consults with faculty and staff on event implementation, assists with cost estimates, floor plans, and logistics, and coordinates catering, maintenance, security, housekeeping, and promotional needs. The role also collaborates with Special Events, provides on-site event coordination that may include evenings and weekends, and schedules and supervises student work grants.

Requirements

High school degree required.
One year of related field experience.
Proficiency with computers, including Microsoft Office Suite.
Qualify for a Florida driver’s license and be able to drive a car.
Ability to communicate appropriately with students and colleagues.

Nice To Haves

Two years of related field experience.
Ability to communicate effectively both verbally and in writing.
Ability to work without close supervision and make proper independent decisions.
Detail-oriented and able to multitask.
Ability to maintain confidentiality and exhibit good judgment in making decisions consistent with College policy.

Responsibilities

Process academic scheduling for faculty and Academic Affairs staff events and requested meetings through Saints Connect.
Confirm space availability and event appropriateness based on the requested event and the College’s mission, and coordinate with campus departments regarding space and required approvals.
Consult with faculty and Academic Affairs staff on successful event implementation.
Assist with event cost estimates, floor plans, and logistics.
Coordinate catering, maintenance, security, and housekeeping needs related to events.
Coordinate with Marketing on promotional materials, advertising, and social media notifications for events.
Foster collaboration between offices and meet with Special Events to ensure all parties have the information they need.
Assist in planning and implementing special events.
Interact regularly with staff, faculty, and Academic Affairs leaders.
Provide on-site coordination for internal and Academic Affairs-hosted events, which may include evenings and weekends.
Schedule and supervise all student work grants.
Perform other duties as assigned by Academic Affairs.