Classroom & Event Scheduling Coordinator

Augusta University • Augusta, GA

54d • $19 - $20

About The Position

Augusta University is Georgia's innovation center for education and health care, training the next generation of innovators, leaders, and healthcare providers in classrooms and clinics on four campuses in Augusta and locations across the state. More than 12,000 students choose Augusta for educational opportunities at the center of Georgia's cybersecurity hub and experiential learning that blends arts and application, humanities, and the health sciences. Augusta is home to Georgia's only public academic health center, where groundbreaking research is creating a healthier, more prosperous Georgia, and world-class clinicians are bringing the medicine of tomorrow to patient care today. Our mission and values https://www.augusta.edu/about/mission.php make Augusta University an institution like no other. Augusta University's distinct characteristics in education and research include real-world experiences and community engagement, as well as a culture of building community, corporate and government partnerships that address health, security, economic and societal concerns locally and across the state. The University System of Georgia https://www.usg.edu/hr/orientation/welcome_to_the_board_of_regents_university_system_office is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found online at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct. Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found online at https://www.usg.edu/policymanual/section6/C2653. Serves as functional administrator for the scheduling and space management system and is primarily responsible for scheduling academic classes and enterprise events. Responsible for scheduling university space to maximize space utilization of classrooms and meeting spaces, monitors the schedule to ensure compliance with classroom and event scheduling, and coordination of support staff and space policies. Resolves course placement requests, disputes, and conflicts among academic and event needs. Manages space information for the enterprise scheduling system and Banner and determines if classrooms are available for use. Proposes new system, procedure, and policy enhancements to support decision-making, and prepares building and room utilization reports.

Requirements

• Associate's degree from an accredited college or university in a related field with two years of customer service experience to include working with enterprise applications such as an event/scheduling system OR High School diploma, GED or equivalent from a recognized State or Federal accrediting organization and a minimum of three years of customer service experience to include working with enterprise applications such as an event/scheduling system.
• Proficient in Microsoft Office and other computer software/databases.
• Excellent interpersonal, written, and verbal communication skills.
• Detail-oriented with strong prioritization and organizational skills.
• Ability to maintain confidentiality.

Responsibilities

• CONTRIBUTE TO THE EFFICIENT USE OF CLASSROOM SPACE: Prepare, communicate, and distribute the academic schedule each academic term for all colleges. Prepare monthly space utilization reports in Excel format with charts/graphs. Maintaining communication and relationships with Registrar's Office. Maintaining communication and relationships with each college on both campuses. Maintaining communication and relationships with appropriate classroom support organizations, including instructional support, audiovisual support, facilities, and related units. Maintaining the flow of the scheduling information from Banner to EMS. Identifying scheduling errors and conflicts by creating searches in EMS and resolving course placement requests, disputes, and conflicts among academic needs. Manage space information for EMS and Banner, and determine if classrooms are available. Scheduling academic classes in compliance with classroom and event scheduling, coordination of support staff, and related policies
• CONTRIBUTES TO THE EFFICIENT USE OF MEETINGS: Expertly administering the enterprise scheduling and event management software system, EMS. Maintaining communication and relationship with the President's Office, Provost's Office, Special Events, Communications, External Affairs, Alumni Affairs, and related units, and negotiates trades and conflicts regarding academic classroom space. Maintaining communication and relationships with appropriate event support organizations, including instructional support, audiovisual support, facilities, and related units. Identifying and resolving scheduling errors or conflicts by creating searches on the scheduling system and resolving event placement requests, disputes, and conflicts among enterprise needs. Scheduling special events and meetings in compliance with classroom and event scheduling, coordination of support staff, and related AU space policies. Technical knowledge of the audiovisual services offered and instructional systems in AU spaces.
• EXPERT ADMINISTRATOR OF EMS, THE ENTERPRISE SCHEDULING SYSTEM: Provides event scheduling for the University and general public by viewing and authorizing event requests, monitoring and tracking reservations and logistical information, providing logistical information to academic and administrative schedulers such as space, event description, and technical requirements, and determining when an event request requires further review. Runs/assigns/distributes daily AV support schedule to IT support staff. Resolves issues/provides patches and updates from EMS vendor. Creates new EMS Client user accounts, trains users on the application. Provides guidance when applicable to the Classroom & Event Scheduling Coordinator. Creates various space utilization reports based on USG standards.
• HELPS TO IMPROVE PROCESSES: Helps to improve the classroom and event scheduling processes and operations. Troubleshoot system and problem errors. Working with IT analysts to maintain EMS. Ensure good communication is kept with all departments and colleges about the enterprise and any training opportunities or upcoming changes in the classroom and event scheduling area. Oversee the proper use of EMS by other area schedulers using EMS.
• FACILITATES AND COORDINATES CHANGES: Facilitates and coordinates changes to scheduled rooms by re-assigning rooms in the event of an emergency. Assists law enforcement authorities in locating classrooms or events. Coordinates with Facilities and Instructional & Research Systems concerning maintenance, building opening and closing, and reassignment of department courses. Provide alternate schedule options for classes and events.
• PROVIDES INFORMATION TO DECISION MAKERS: Provides information to decision makers by running queries, room matrixes, time conflict reports, confirmation reports, room usage reports, and building utilization reports and developing comparative data modules.
• MANAGES CONTRACTS, BILLING, AND RELATED PROCESSES: Manages contracts, billing, and related processes and procedures related to room usage and support costs by internal and external entities.
• OTHER: Perform all other duties as assigned.

Benefits

• Augusta University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees.
• Benefits that may be elected could include health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), as well as earned vacation time, sick leave, and 13 paid holidays.
• Also, our full-time employees who have been employed with us successfully for more than 6 months can be considered for the Tuition Assistance Program.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees