First Review Deadline: This position will remain open until filled.
Position Summary Under the direction of the Associate Director of Operations, the Scheduling Coordinator provides assistance in planning, scheduling, organizing, and coordinating all events in the Santos Manuel Student Union (SMSU). Responsibilities include, but are not limited to, maintaining contact with clients, managing event contracts, scheduling and conducting pre-event meetings as needed, generating sales revenue, and coordinating efforts between SMSU Event Operations, Facilities, Audio Visual, and Building Managers. This position is the main point of contact for a large volume of walk-in traffic, phone, and electronic inquiries. Working in a fast-paced environment, this individual provides excellent, thorough assistance to students, faculty, staff, and community members to ensure quality customer service.
Evaluates facility requests and determines appropriate facility and service requirements
Assists clients with all aspects of event planning and conference coordination, including explanation of the reservation process and policies, facility selection, and compilation of estimated charges
Makes arrangements for events including meeting facilities, audio visual equipment, tours, catering referrals, setup requirements using a web-based diagramming software, and staffing
Completes all documentation related to an event including, but not limited to, invoicing, verification of certificates of liability, diagrams, University Police notifications, and parking arrangements
Hires, trains, and supervises the Scheduling Office paraprofessional staff. Provides a developmental work environment with appropriately differentiated supervisory and task levels for Lead Student Assistants
Serves as an expert on the SMSU Facility Use Policy and ensures adherence to the policy including contacting and tracking groups when violations occur
Develops, promotes, and maintains a network of relationships with numerous CSUSB departments whose participation is essential for successful events. These areas include, but are not limited to, Special Events and Guest Services, the Office of Student Engagement, Environmental Health and Safety, Transportation Services, University Police, Campus Dining, Information Technology Services
Assists in coordinating safety and security issues in collaboration with University Police, Risk Management, and Environmental Health and Safety
Provides fiscal management for Scheduling budget and monitors budget as appropriate. Prepares annual budget requests and quarterly budget projections
May be required to assist with setup and breakdowns which will require lifting of tables, chairs and other items
Assists the Associate Director of Operations in developing and implementing a strategic sales plan for internal and external clients
Contributes to the overall development of policies, procedures, and guidelines to build a successful event services program. Provides constructive modifications or suggestions for improvements in methods, techniques, offered services, and procedures
Provides advice, and exercises independent judgement in resolving scheduling conflicts or grievances. Responds to customer concerns and provides appropriate resolutions to problems
Conducts facilities tours and represents the department to the campus community, public, other organizations, and potential users
Serves as a campus expert for EMS and coordinates training of campus clients and student organizations as needed
Maintains and updates EMS scheduling software as needed
Serves on campus-wide committees as assigned by the Associate Director of Operations
Understands the vision of the SMSU, University and Division of Student Affairs and works towards the achievement of that vision
Performs other duties as assigned
Bachelor's degree or 2 years of equivalent professional experience in a higher education setting
Attentiveness to detail
Excellent organizational skills
Strong customer service orientation
Demonstrated ability to handle multiple tasks, set priorities, and meet deadlines
Effective written and oral communication
Ability to establish and maintain effective working relationships with on and off campus clients
Knowledge and understanding of meeting and event planning principles, requirements, procedures, policies, and available resources
Experience with Event Management System (EMS) scheduling software
Experience with audio visual equipment
A background check (including a criminal records check) must be completed satisfactorily before any candidate can be offered a position with the CSU. Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for the position.
The person holding this position is considered a `mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.
California State University, San Bernardino is an Affirmative Action/Equal Opportunity Employer. We consider qualified applicants for employment without regard to race, religion, color, national origin, ancestry, age, sex, gender, gender identity, gender expression, sexual orientation, genetic information, medical condition, disability, marital status, or protected veteran status.
This position may be "Designated" under California State University's Conflict of Interest Code. This would require the filing of a Statement of Economic Interest on an annual basis and the completion of training within 6 months of assuming office and every 2 years thereafter. Visit the Human Resources Conflict of Interest webpage link for additional information: http://hrd.csusb.edu/conflictInterest.html
This position adheres to CSU policies against Sex Discrimination, Sexual Harassment, and Sexual Violence, including Domestic Violence, Dating Violence, and Stalking. This requires completion of Sexual Violence Prevention Training within 6 months of assuming employment and on a two-year basis thereafter. (Executive Order 1096)
Additional Salary Information: Depends on Qualifications
California State University, San Bernardino offers a challenging and innovative academic environment. The university seeks to provide a supportive and welcoming social and physical setting where students, faculty and staff feel they belong and can excel. The university provides students the opportunity to engage in the life of the campus, interact with others of diverse backgrounds and cultures, as well as participate in activities that encourage growth, curiosity and scholarly fulfillment. Through its branch campus in Palm Desert, the university mission extends to the Coachella Valley.