Campus Scheduling Coordinator

St. Olaf College•Northfield, MN

1d•$21 - $23•Hybrid

About The Position

Position Title: Campus Scheduling Coordinator. Department: Marketing & Communications, College Events. Classification: Non-Exempt. FTE: 0.80. Work Schedule: Monday - Friday, 10:00 a.m. – 4:30 p.m.; average 3-5 weekends a year Work Location: Hybrid. WFH 1 day a week, on campus 4 days a week. Will work on campus fully for the first three months. Hourly Rate: $21 – $23. Essential Job Duties: Responsible for the overall management of 25Live. Responsible for confirming, rescheduling, and reservations of all non-athletic & fine arts campus spaces. Manage reservation policies and procedures for tabling spaces, hallway displays, and other resources. Provide training opportunities on utilizing the room reservation system and provide room usage data periodically to key stakeholders. Manage inventory of tables and chairs throughout campus, in coordination with Facilities. Coordinate building access for special events when needed, in coordination with IT. Coordinate and manage room setups through Event Set Up Request management with College Event student staff, including TV delivery, microphone use, presentations, wall closure, staging, event table and chair set-ups, etc. Collaborate with other campus schedulers to ensure consistency and best practices across campus. Assist with the hiring and training process of the student staff. Assist with the intake process for event, conferences, and camp requests. Support, respect, and commit to embracing diverse backgrounds, values, and points of view to build a strong and inclusive community. Complete and meet deadlines for required training and performance management cycle. Perform other duties as assigned. Supervision Received and Exercised: Reports to the Director of College Events. This position does not supervise staff or student workers. Required Qualifications: Education: High School diploma; maintain a valid driver's license or obtain a valid driver's license within three months of starting; and meet St. Olaf college driver authorization criteria with a satisfactory driving record. Experience: 1+ years of related work experience in events management or relevant experience Preferred Qualifications: Education: Bachelor’s degree. Experience: 2+ years of event experience in higher education, Experience with 25Live software. Prerequisites: Employment in this position is conditioned upon successful completion of a background check which may include: criminal background checks, reference checks, verification of work history, verification of any required academic credentials, licenses, and/or certifications, a motor vehicle check, verification of DOT certification, a credit check, employment eligibility verification, and/or a pre-employment physical. Whether a background check is deemed successfully completed will be at the sole discretion of St. Olaf College. Please note, St. Olaf College reserves the right to conduct periodic background checks at its sole discretion. Disclaimer: This position may require you to report early, stay late or work different shifts depending on staffing levels. It may also require you to perform all essential job functions whenever needed and during campus emergencies when necessary. This job description is for general information purposes. It is not intended to list all duties and responsibilities of the position. This job description is subject to change at any time by St. Olaf College, with or without prior notice. Review of applications begins immediately and continues until the hire is complete. We accept only online applications.

Requirements

High School diploma
Maintain a valid driver's license or obtain a valid driver's license within three months of starting
Meet St. Olaf college driver authorization criteria with a satisfactory driving record
1+ years of related work experience in events management or relevant experience

Nice To Haves

Bachelor’s degree
2+ years of event experience in higher education
Experience with 25Live software

Responsibilities

Responsible for the overall management of 25Live.
Responsible for confirming, rescheduling, and reservations of all non-athletic & fine arts campus spaces.
Manage reservation policies and procedures for tabling spaces, hallway displays, and other resources.
Provide training opportunities on utilizing the room reservation system and provide room usage data periodically to key stakeholders.
Manage inventory of tables and chairs throughout campus, in coordination with Facilities.
Coordinate building access for special events when needed, in coordination with IT.
Coordinate and manage room setups through Event Set Up Request management with College Event student staff, including TV delivery, microphone use, presentations, wall closure, staging, event table and chair set-ups, etc.
Collaborate with other campus schedulers to ensure consistency and best practices across campus.
Assist with the hiring and training process of the student staff.
Assist with the intake process for event, conferences, and camp requests.
Support, respect, and commit to embracing diverse backgrounds, values, and points of view to build a strong and inclusive community.
Complete and meet deadlines for required training and performance management cycle.
Perform other duties as assigned.