University Events and Scheduling Coordinator

High Point University•High Point, NC

3d•Onsite

About The Position

High Point University, University Events and Scheduling Coordinator serves as a primary scheduler for university-wide events and space requests. Partners directly with academic, administrative, and auxiliary partners to advise of event policies, sources and coordinates vendors and service providers, manages the university-wide event reservation system, and ensures events on campus are executed in full compliance with University event protocols and procedures.

Requirements

Bachelor’s degree required
A minimum of two years of related experience in event planning, event coordination, or facility scheduling, or an equivalent combination of education and experience
Strong event-planning and project-management skills, including the ability to manage timelines, budgets, and multiple vendors simultaneously
Skilled in vendor sourcing, negotiation, and contract management
Word processing and/or data entry skills
Ability to communicate in a positive manner
Ability to execute multiple job functions
Ability to focus on details and prioritize
Proficiency with Microsoft products and willingness to learn various computer programs
Demonstrated ability to be a fast learner and a fast starter in a continuously evolving technological environment
Requires a self-starter working independently with strong interpersonal skills
Skilled in general software troubleshooting
Excellent interpersonal, written, and oral communication skills
Ability to perform moderate physical work

Nice To Haves

Degree in event management, hospitality, communications, or related field preferred
Preferred experience with scheduling software (25Live), large-scale facility reservations, and end-to-end planning and execution of campus or corporate events, including vendor and contract management

Responsibilities

Serves as primary scheduler of the University’s spaces for academic and non-academic events
Collaborates with IT and Registrar’s Office to ensure facility data and event/class reservations are correct and updated in 25Live scheduling system
Maintains the 25Live event scheduling software
Completes reservations while considering the university events calendar, academic facility regulations and policies, and with high standards of accuracy, timeliness, and professionalism
Consults with event hosts to determine layout, technical/AV, catering, décor, and auxiliary staffing needs, and ensure event requestors follow the requirements for hosting an event on campus: including security request forms, campus enhancement work orders, and catering orders are submitted in a timely manner
Makes sure to assign appropriate spaces based on a requestor/host needs and goals
Ability to generate and prepare utilization reports in 25Live and other space audit reports as needed
Sources, coordinates, and manages vendors and vendor contracts (catering, audio-visual, décor, rentals, transportation, and entertainment), negotiating pricing and ensuring contractual and budgetary compliance
Oversees the reservation process with external management companies, day-to-day operation, and budget for two offsite university properties, ensuring facilities are properly reserved, maintained, and financially managed.
Oversees a broad range of administrative and financial responsibilities including invoicing, billing, maintaining budgets, reconciling p-cards, ordering supplies, and negotiating and executing vendor contracts
Owns and manages the Department of University Events budget lines, forecasting event-related expenses, balancing actuals against projections, and submitting all requisitions and orders
Maintains positive work atmosphere by acting and communicating effectively with students, students, parents, faculty, co-workers and managers
Designs and leads 25Live training sessions and event-planning best-practice workshops for faculty, staff, and student groups
Update 25live training materials and policies on the University’s Event webpage
Assists the University Events Team for major University-wide events such as Commencement, opening Convocation, and Alumni and Family Weekends, coordinating cross-departmental logistics, which may often include planning and/or execution
Handles multiple projects simultaneously; manages in the midst of occasional changing dynamics (time, location, people, etc.); effectively communicates and interacts with high profile individuals (administration, trustees, donors, university guests, VIPs, etc)
Other duties as assigned