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Associate Director for Scheduling & Events

Job Description

The Associate Director of Scheduling & Events works in close collaboration with the Director (Space and Events) and Associate Director (for Operations) to recommend, establish, and communicate scheduling priorities, procedures, and building use policies in a manner that optimizes and eases access for students to University Life spaces. Works with the leadership of campus scheduling partners on use of University Life spaces for non-student users to optimize down periods. Facilitates the effectiveness of the reservation system for University Life spaces and manages the implementation and utilization of the event planning and reservation software system, ensuring complete and accurate data entry processes which support event planning and execution, equipment and resource tracking, billing, and reporting.

 

The Associate Director ensures a high degree of constituent service, proactive solution-finding, and student-centered focus. This includes, but is not limited to, consultation with requestors regarding the nature of their event, the space and equipment requirements, matching available space to requirements, and the coordination of support services.

 

Job Description Responsibilities:

  • Works in close collaboration with the Director and Associate Director for Operations to recommend, establish, and communicate scheduling priorities, procedures, and building use policies in a manner that optimizes and eases access for students to University Life spaces. Exercise discretion, sound decision-making, and alignment with department priorities. Work with student groups, advisors, and campus partners to convey guidelines positively and effectively.
  • Provides direction and guidance to full-time event coordinators, ensuring that event details are gathered timely from various clients. Ensures that a comprehensive event plan is developed for each individual client by identifying the key tasks to be accomplished and the corresponding deadlines, conducting tours and site inspections of facilities and meeting with clients, matching clients’ expressed needs with available space and services.
  • Develops event assignment protocols for execution by Scheduling Coordinator, who assigns events to event coordinators for immediate client pre-event conversations. Establish shared staff schedule to provide support and responsiveness to constituent needs including evenings and weekends.
  • Manages the effectiveness of the reservation system for University Life spaces and manages the implementation and utilization of the event planning and reservation software system, ensuring complete and accurate data entry processes which support event planning and execution, equipment and resource tracking, billing, and reporting. Works with vendors and VPULTS (technology services) to ensure effective configuration of system.
  • Produces, reviews, and analyzes weekly event reports, troubleshooting any issues that may arise.

Department

Pay Rate

$68,000 to $73,000

Job Post Date

May 17, 2022

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