Facilities and Events Coordinator

Illinois Mathematics and Science Academy • Aurora, IL

7h • Onsite

About The Position

The Facilities and Events Coordinator coordinates the use of IMSA facilities in support of academic instruction, student activities, institutional operations, campus events, educational programs, and engagement with internal and external constituents. The position supports the Senior Executive Director of Facilities and Capital Planning and serves as a primary coordination point for campus events and external facility requests. This includes coordinating room reservations, furnishings, technology equipment, maintenance support, safety and security, and food service arrangements as applicable.

The role works with students and departments across the Academy to plan and execute events, supports classroom assignments in coordination with the Academics division, and resolves scheduling and room-use conflicts. It also maintains facility and event records, facilitates weekly facilities coordination meetings, attends designated large-scale events, assesses processes for improvement, and provides backup to shipping and receiving as needed.

This is a full-time, non-exempt, employment-at-will position. The regular schedule is 8:00 a.m. to 4:30 p.m., Monday through Friday, with periodic evening and weekend hours. Work takes place in an office setting and across campus facilities. The position generally requires mobility, written and verbal communication, hearing, and visual capabilities; occasional assistance moving event materials may be needed in accordance with safety procedures. Reasonable accommodations may be made for qualified individuals with disabilities.

Requirements

• Associate’s degree and at least 3 years of related work experience, or an equivalent combination of education and experience.
• Experience in event coordination, scheduling, program support, facilities use, or a related field.
• Exceptional organizational, problem-solving, and project coordination skills.
• Ability to work effectively with people from various backgrounds and at all organizational levels.
• Excellent communication, collaboration, and interpersonal skills, with a strong commitment to outstanding customer service.
• Ability to coordinate multiple activities with competing priorities and meet established deadlines.
• Proficiency with Microsoft Office and Google Suite.
• Ability to work periodic evening and weekend hours to support scheduled campus events and programs.

Nice To Haves

• Bachelor’s degree in education, event management, hospitality, business administration, facilities management, or another related field.
• Experience in an educational or school setting and/or state agency.
• Experience using SchoolDude or similar facilities management platforms and campus scheduling systems.
• General understanding of instructional technology.

Responsibilities

• Support the Senior Executive Director of Facilities and Capital Planning with scheduling information, activity coordination, operational documentation, and related assignments.
• Coordinate internal campus events and external facility requests, including room reservations, furnishings, technology equipment, maintenance support, safety and security, and food service arrangements as applicable.
• Collaborate with students, event requesters, and event supporters across departments to plan and execute campus events.
• Coordinate with the Academics division to ensure classroom assignments meet academic schedules and requirements, including room assignments, capacity limits, furniture, technology, accessibility, and reassignment or rescheduling.
• Resolve conflicts involving unsuitable room assignments and overlapping reservations by providing alternative solutions.
• Facilitate the weekly facilities coordination meeting with representation from across the Academy.
• Maintain accurate electronic and paper records, room calendars, event schedules, facility-use documentation, visitor information, and related correspondence.
• Attend designated large-scale campus events to provide support and respond to facility and scheduling issues.
• Assess process effectiveness and identify opportunities for improvement.
• Serve as backup to the shipping and receiving department as necessary.
• Perform other duties as assigned.

Benefits

• Comprehensive state benefits package, including major medical, dental, and vision coverage.
• Retirement plan through the State University Retirement System (SURS).

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree