General Information
The Festival Assistant Scheduling Coordinator supports the daily operations of the Festival Conference & Student Center by providing front-line customer service, coordinating event scheduling processes within EMS Scheduling System, assisting with billing operations, and supporting communication with students, faculty, staff, parents, and the public. This position ensures timely processing of event requests, maintains scheduling accuracy, supports compliance with facility procedures, and assists…
with departmental initiatives. The Assistant Scheduling Coordinator also serves as backup support for the Festival Scheduling Coordinator and assists with student employee supervision and summer conference scheduling.
Duties and Responsibilities
Customer Service and Front Desk Operations
- Maintain front desk operations for the Festival Conference & Student Center Scheduling office.
- Assist walk-in visitors and respond to phone and email inquiries from students, faculty, staff, parents, and members of the public.
- Provide accurate information regarding facility policies, scheduling procedures, and event services.
- Maintain a welcoming, professional environment and ensure timely responses to customer inquiries.
Event Scheduling and Administrative Support
- Process student organization and departmental event requests for Festival Conference & Student Center within EMS Scheduling System, as well as student organization event requests in EnGeo and King Hall.
- Review event requests to ensure accuracy, completeness, and compliance with facility policies.
- Send weekly reminders regarding missing or incomplete forms for Festival Conference & Student Center, EnGeo, and King Hall events.
- Send weekly timeline reminders to coordinators of large-scale Festival Conference & Student Center events to ensure deadlines are met.
- Work closely with Festival Event Services to ensure required documentation is submitted accurately and on time.
- Serve as backup support for the Festival Scheduling Coordinator as needed.
Billing and Financial Support
- Assist with billing processes for Festival events.
- Verify event details and support documentation for accuracy prior to billing.
- Prepare billing documentation and assist with reconciliation of event-related charges.
- Coordinate with internal departments to resolve billing discrepancies when necessary.
Committee Participation and Collaboration
- Serve on departmental committees and complete assigned tasks related to committee initiatives.
- Collaborate with Event Management staff on departmental projects and process improvement efforts.
Student Employee Support
- Assist with supervision and daily coordination of student employees assigned to the office.
- Support training efforts and provide guidance to ensure adherence to office procedures and customer service standards.
Summer Conference Support
- Assist with scheduling summer conference activities and facility usage.
- Send reminders and maintain communication related to summer conference timelines and documentation requirements.
- Support coordination efforts to ensure successful summer conference operations.
