Classroom and Event Scheduling Coordinator

Job Summary

Serves as functional administrator for the scheduling and space management system and is primarily responsible for scheduling academic classes and enterprise events. Responsible for scheduling university space to maximize space utilization of classrooms and meeting spaces. Monitors the schedule to ensure compliance with classroom and event scheduling, coordination of support staff, and space policies. Resolves course placement requests, disputes, and conflicts among academic and event needs. Manages space information for the enterprise scheduling system and Banner. Determines if classrooms are available for use. Proposes new system, procedure, and policy enhancements to support decision-making, and prepares building and room utilization reports.

Responsibilities

The duties include, but are not limited to:

• CONTRIBUTES TO THE EFFICIENT USE OF CLASSROOM SPACE: Prepare, communicate, and distribute the academic schedule each academic term for all colleges. Prepare monthly space utilization reports in Excel format with charts/graphs. Maintaining communication and relationships with the Registrar's Office. Maintaining communication and relationships with each college on both campuses. Maintaining communication and relationships with appropriate classroom support organizations, including instructional support, audiovisual support, facilities, and related units. Maintaining the flow of the scheduling information from Banner to EMS. Identifying scheduling errors and conflicts by creating searches in EMS and resolving course placement requests, disputes, and conflicts among academic needs. Manage space information for EMS and Banner, and determine if classrooms are available. Scheduling academic classes in compliance with classroom and event scheduling, coordination of support staff, and related policies.
• EFFICIENTLY USE MEETING SPACE: Expertly administering the enterprise scheduling and event management software system, EMS. Maintaining communication and relationships with the President's Office, Provost's Office, Special Events, Communications, External Affairs, Alumni Affairs, and related units, and negotiating trades and conflicts regarding academic classroom space. Maintaining communication and relationships with appropriate event support organizations, including instructional support, audiovisual support, facilities, and related units. Identifying and resolving scheduling errors or conflicts by creating searches on the scheduling system and resolving event placement requests, disputes, and conflicts among enterprise needs. Scheduling special events and meetings in compliance with classroom and event scheduling, coordination of support staff, and related AU space policies. Technical knowledge of the audiovisual services offered and instructional systems in AU spaces.
• EXPERT ADMINISTRATOR OF EMS: Provides event scheduling for the University and general public by viewing and authorizing event requests, monitoring and tracking reservations, and logistical information. Provide logistical information to academic and administrative schedulers, such as space, event description, and technical requirements, and determine when an event request requires further review. Runs/assigns/distributes daily AV support schedule to IT support staff. Resolves issues/provides patches and updates from the EMS vendor. Creates new EMS Client user accounts and trains users on the application. Provides guidance when applicable to the Classroom & Event Scheduling Coordinator for Summerville. Creates various space utilization reports based on USG standards.
• HELPS TO IMPROVE PROCESSES: Helps to improve the classroom and event scheduling processes and operations. Troubleshoot system and problem errors. Working with IT analysts to maintain EMS. Ensure good communication is kept with all departments and colleges about the enterprise and any training opportunities or upcoming changes in the classroom, and even in the scheduling area. Oversee the proper use of EMS by other area schedulers using EMS.
• FACILITATES AND COORDINATES CHANGES: Facilitates and coordinates changes to scheduled rooms by re-assigning rooms in the event of an emergency, assisting law enforcement authorities in locating classrooms or events. Coordinate with Facilities and Instructional & Research Systems concerning maintenance, building opening and closing, and reassignment of department courses. Providing alternate schedule options for classes and events.
• PROVIDES INFORMATION THROUGH QUERIES: Provides information to decision makers by running queries, room matrixes, time conflict reports, confirmation reports, room usage reports, and building utilization reports, and developing comparative data modules.
• MANAGES CONTRACTS, BILLING, AND RELATED PROCESSES: Manages contracts, billing, and related processes and procedures related to room usage and support costs by internal and external entities.
• OTHER: Perform other duties as assigned.

Required Qualifications

High School diploma, GED, or equivalent from a recognized State or Federal accrediting organization, and four years of customer service experience working with enterprise software applications (such as an event/scheduling system).

Preferred Qualifications

Experience with relational databases such as SQL including running queries, creating tables, and working with word processing and spreadsheet applications.

Knowledge, Skills, & Abilities

SKILLS
Excellent interpersonal, written, and verbal communication skills.
Detail-oriented with strong prioritization and organizational skills.

Shift/Salary/Benefits

Shift: Days; M-F
Pay Band: B6
Salary: $18.85/hourly-$24.04/hourly
Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position
Recruitment Period: Until Filled

Augusta University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees.

Benefits that may be elected could include health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), as well as earned vacation time, sick leave, and 13 paid holidays.

Also, our full-time employees who have been employed with us successfully for more than 6 months can be considered for the Tuition Assistance Program. Consider applying with us today!

Conditions of Employment

All selected candidates are required to successfully pass a Background Check review prior to starting with Augusta University.

If applicable for the specific position based on the duties: the candidate will also need to have a credit check completed for Positions of Trust and or approved departmental Purchase Card usage.

Motor vehicle reports are required for positions that are required to drive an Augusta University vehicle.

For Faculty Hires: Final candidates will be required to provide proof of completed academic degree(s) as well as post-secondary coursework in the form of original transcript(s). Those candidates trained by a foreign institution will also be required to provide an educational/credential evaluation.

All employees are responsible for ensuring the confidentiality, availability, and integrity of sensitive [patient, student, employee, financial, business, etc.] information by exercising sound judgment and adhering to cybersecurity and privacy policies during their employment and beyond.