Campus Scheduling Administrator

About the role

The Campus Scheduling Administrator supports management and manages campus space utilization, event logistics, and scheduling operations. This role oversees the campus-wide scheduling software (EMS), coordinates internal and external event logistics, and ensures optimal use of college facilities.

Responsibilities

• Lead the EMS and Virtual EMS project, overseeing system configurations and continuous platform improvements.
• Manage both the desktop and virtual platforms of the EMS scheduling software.
• Create, update, and manage Everyday User accounts, user templates, and system parameters.
• Maintain precise, up-to-date digital records of all campus buildings, rooms, and resources within EMS, while maintaining corresponding physical documentation.
• Assess and manage the approval process for campus reservation requests, evaluating specific setup needs for internal events.
• Cook up resource allocation within the Facilities Services department. Overlap with operations to assure that event setup requests have been submitted and completed.
• Create diagrams and visual layouts for event organizers and setup personnel to ensure accurate execution.
• Maintain and distribute a weekly master calendar detailing current reservations and setup orders.
• Develop automated reports within EMS that would provide information to departments where information can be filtered in order to allow notification of specific service requirements such as catering, access control changes, room set-up, housekeeping etc.
• Work with the Registrar's office to update the course schedule and the final exam schedule in accordance with institutional directives.
• Generate and analyze room utilization reports; collaborate across college departments and divisions to ensure efficient space optimization.
• Serve as an active member of the Commencement Committee. Assist with all logistical operations before, during, and after annual ceremonies, and coordinate rental arrangements with external vendors as needed.
• Aid in the management of housing allocations and summer camp building access by working with the Conference and Events staff to provide support as needed.

Requirements

• Bachelor Degree or equivalent combination of experience and training.
• At least 3 years of experience in EMS Scheduling Software or similar software programs (Desktop and Virtual platforms), including system configuration and user management.
• Advanced proficiency in EMS Scheduling Software (Desktop and Virtual platforms), including system configuration and user management.
• Excellent oral, written, interpersonal communication skills.
• Proficiency in Google Suite Products (Docs, Gmail, Sheets, Slides, Drive).
• Evidence of a commitment to community & belonging.