Scheduling Coordinator

University of Chicago•Hyde Park, IL

5h•Onsite

About The Position

The Student Centers serve as the core community building and special events spaces at the University of Chicago. The Student Centers play a formative role in the Campus and Student Life goal of creating a comprehensive and integrated network of services that support the academic mission and facilitate student learning, engagement, and success. Reporting to the Assistant Director, Event Management, the Scheduling Coordinator has primary responsibility for the intake and scheduling of events in Student Centers, as well as post-event administration. The Scheduling Coordinator schedules and approves space reservations, manages internal holds and building hours in the Event Management System (EMS), directs and supports student employees who help process reservations for or support events within. The Scheduling Coordinator manages all invoicing and revenue collections. Additionally, the Scheduling Coordinator executes a variety of administrative tasks, including communication with vendors, clients and campus partners, as well as utilizing EMS for data entry, extraction and management. Administrative activities and special projects which support the Student Centers team may be assigned.

Requirements

High School Diploma or GED equivalent required.
A minimum of one year of experience in higher education, in another non-profit setting or in an administrative position required.
Demonstrated skill and knowledge of, or ability to learn quickly the internal workings of the University as well as technology tools including MS Excel, MS Word, MS Outlook, MS Teams, Box, EMS, and Social Tables.
Demonstrated organizational skills required.
Ability to communicate clearly, both verbally and in writing.
Ability to work independently with a high degree of initiative.
Must be detail-oriented, be able to work on and prioritize multiple projects, and work under pressure and meet deadlines.
A commitment to quality and to providing the team with the most valuable service possible required.
Ability to exercise sound judgment and solve problems required.
Must be able to identify communication goals in the framework of overall marketing and public relations goals and develop clear, focused communications strategy to meet those goals; experience with staff management and budget planning.

Nice To Haves

EMS knowledge is preferred.

Responsibilities

Manage event intake and scheduling events in Student Centers event spaces, using the Event Management System (EMS) platform or other event software.
Creates room diagrams for events via Social Tables.
Work closely with Center for Leadership and Involvement (CLI) to coordinate Registered Student Organization (RSO) events.
Identify and coordinate basic client service needs, including clarification and training for clients on event policies and procedures, event walkthroughs, and access and rental of venue inventory or third-party rentals.
Input internal holds, blocks, and building hours for Student Centers event spaces.
Provides direction and support to student employees working in the office or on related events.
Process, input, and confirm reservations for the quarterly room lottery process.
Manage post-event invoicing and billing of all clients.
Manage department software subscriptions.
Ensure that all payables are processed in partnership with the Student Centers Financial Management team.
Manage revenue deposits and ledger reconciliation in accordance with of policies and procedures of the University.
Provide high-level administrative support for a fast-paced, constantly evolving and service-oriented office.
Serve as the front-facing employee of the department and directing operations and events inquiries to the right team member.
Work with the Assistant Director, Events Management and other Student Centers leadership in defining annual objectives.
Plan and propose new approaches to facilities space usage and management and help plan the annual calendar of signature events.
Student employee task delegation/management.
Other tasks as assigned.