Campus Scheduler and Events Coordinator

The Bishop's School • La Jolla, CA

1d • $65,000 - $71,000 • Onsite

About The Position

Founded in 1909 and affiliated with the Episcopal Church, The Bishop’s School is an independent, all gender college-preparatory school for 800 students in grades six through twelve. The School is located on a historic campus in the heart of La Jolla, just 10 miles north of downtown San Diego. With a student-teacher ratio of approximately 9 to 1, Bishop’s is known for academic, artistic, and athletic excellence while celebrating character development, diversity, inclusion, and belonging. Last year’s applicant pool drew from 72 zip codes and 168 middle and high schools throughout San Diego County and beyond. Fifty-one percent of the student population self-identify as students of color. Additionally, over $4 million in need-based grants is awarded annually. The Bishop's School seeks a Campus Scheduler and Events Coordinator with an immediate start. Reporting to the Events Manager and Campus Scheduler (EMCS), the Campus Scheduler and Events Coordinator (CSEC) plays a critical role in supporting the Advancement Office's fundraising and campaign events as well as meaningful campus events that promote and nurture a vibrant school community. The successful candidate will demonstrate the ability to work efficiently and effectively independently and as part of a team, a high level of communication skills, professionalism and collegiality in engaging with internal and external constituencies, along with outstanding organizational skills, the ability to see tasks and projects through to completion, an understanding of the importance of getting the details right, and an overarching commitment to excellence.

Requirements

• Bachelor’s degree required
• 3 years of relevant event or meeting planning experience; prior experience in a nonprofit or academic environment is a plus
• Comprehensive understanding of event coordination and project management while working with multiple stakeholders
• Proficiency in managing virtual events across different platforms
• Strong decision-making, problem-solving, and critical thinking skills
• Exceptional written, oral, and interpersonal communication skills; ability to develop clear and concise documentation and correspondence.
• Outstanding customer service orientation and demonstrated commitment to consistently exceed expectations to ensure a high level of satisfaction among various constituencies
• Ability to develop and maintain efficient systems and processes while thriving in a dynamic, fast-paced environment, adapting quickly to changing demands
• Must be available to work occasional evenings and weekends
• Uphold the School’s Core Values, demonstrating professionalism and tact at all times
• Stay up to date on industry standards, trends and developments
• Maintain a clean, safe, and organized work area
• Demonstrated enthusiasm for collaboration and engagement as a member of a high performing team combined with the ability to also achieve success when working independently
• Outstanding attention to detail combined with creative and Innovative thinking
• Proficiency with Google Workspace and aptitude for learning new technology

Responsibilities

• Coordinate and manage the usage of campus facilities, including classrooms, meeting rooms, and event spaces
• Receive and process scheduling requests from faculty, staff, student organizations, and community members
• Ensure efficient space allocation proactively troubleshoot conflicting requests and adhering to The School’s policies and guidelines
• Create and maintain schedules for administrative meetings, student organizations, and other campus events
• Use designated scheduling software to create and maintain a comprehensive campus calendar, assigning rooms and times to events mindful of course conflicts, room capacity, and special requirements
• Monitor and adjust schedules and space reservations as needed, accommodating changes in courses, faculty availability, and event requirements
• Work closely with the School's Registrar and with other campus personnel to resolve scheduling conflicts before they arise
• Collaborate with internal departments to ensure event schedules and needs are accurately communicated to all involved
• Facilitate campus event registration
• Act as liaison with various departments hosting events by facilitating logistics for meetings and events including catering, space accommodations, and technology needs
• Support host departments with gathering and dissemination of meeting materials in advance of event and day-of preparation of event spaces
• Support host departments with pre- and post-event budgeting and invoice processing
• Cultivate vendor relationships and facilitate campus access for vendor representatives, ensuring campus safety and insurance compliance
• Coordinate event staffing, vendor management, and attendee/speaker coordination, as assigned
• Facilitate guest welcome process and organize attendee services
• Coordinate and ensure efficient and comprehensive event wrap-up
• Engage in post-event debrief conversations to identify and analyze successful elements and areas for improvement, using this knowledge to enhance future events and support ongoing cultivation of best practices
• On occasion, independently plan and implement in-person meetings and events, overseeing logistics, registration, AV, budgeting, set-up and takedown
• Manage virtual events using various platforms, including facilitating interactive features like breakout rooms, polls, and whiteboards
• Represent Bishop’s at in-person and virtual events, ensuring smooth event operations
• Provide excellent customer service by addressing attendee needs, troubleshooting issues, and ensuring a positive event experience
• Other duties as assigned

Benefits

• menu of medical plan options
• dental and vision plans
• generous retirement plan contribution plus match
• paid vacation and numerous paid holidays throughout the year
• daily lunch prepared by the School's Food Service team when school is in session

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level