Assistant Director of Scheduling - Conferences and Events Services

Duquesne University•Pittsburgh, PA

11d•Onsite

About The Position

Reporting to the Executive Director, Conference and Event Services, the Assistant Director of Scheduling serves at the system and database administrator of 25Live, the software used for academic and event scheduling on campus. This position will also support Tassel Commencement RSVP software, Omni CMS for the department website, and other related event software platforms. The Assistant Director will organize and execute the annual scheduling process for events on campus with support from the department. This position will maintain and supervise the events budget and manage all billing and invoicing for in-house services. The Assistant Director will also provide support as needed with the planning and execution of larger University events such as First Year Orientation, Conferences and Commencement.

Requirements

Bachelor’s degree in Business Management, Information Technology/Information Systems, Event Management, or Communications from an accredited educational institution and 1-3 years of work- related experience.
Prior experience as functional support for event management database; budgetary and business process management experience.
In depth knowledge of 25Live (or similar scheduling platform) used for academic and event space allocation
Knowledge of event planning, operations, and execution
Knowledge of policy development in operations and business process management
Budget management knowledge
Strong written and verbal communication skills
Exceptional analytical, time management, and organizational skills
Ability to plan and manage multiple projects simultaneously
Ability to work successfully with frequent interruptions
Highly detailed and processed oriented
Ability to work independently, as well as in cross-functional team environments
Ability to remain calm and react quickly in high pressure situations
Ability to establish and maintain effective working relationships with the University Community.
Ability and willingness to contribute actively to the mission of the University and to respect the Spiritan Catholic identity of Duquesne University. The mission is implemented through a commitment to academic excellence, a spirit of service, moral and spiritual values, sensitivity to world concerns, and an ecumenical campus community.

Nice To Haves

Experience in event operations in higher education.
Experience with 25Live or a similar event management database in higher education.
3-5 years of work-related experience.
Alternatively, the successful candidate may possess any equivalent combination of experience and training, which provides the knowledge, skills and abilities required to perform the essential job functions.

Responsibilities

Oversee, monitor, and maintain systems employed by the department. Serve as lead 25Live systems administrator, manage CVENT registrations, TASSEL Commencement RSVP software and Omni CMS. Serve as project manager for system implementations. Research and make recommendations to improve workflow and business processes.
Oversee the operations for all Conference & Event Services controlled spaces. Develop, monitor, and enforce campus-wide room scheduling policies and procedures. Assist the Executive Director with departmental initiatives and strategy implementation.
Manage events budget, internal billing of CES services and provide administrative event support.
Provide operational support in CES controlled spaces and events.
Works closely with the Division of Student Life, Facilities, Dining, and other internal and external departments as CES liaison for event and building specific information including construction, maintenance updates, and building access. Ensure that appropriate communications are made to service providers for on-campus events.
Completes other duties as assigned.