Classroom and Event Scheduling Coordinator

About the role

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

• 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. Maintain communication and relationships with the Registrar's Office. Maintain communication and relationships with each college on both campuses. Maintain communication and relationships with appropriate classroom support organizations, including instructional support, audiovisual support, facilities, and related units. Maintain the flow of the scheduling information from Banner to EMS. Identify scheduling errors and conflicts by creating searches in EMS and resolve course placement requests, disputes, and conflicts among academic needs. Manage space information for EMS and Banner, and determine if classrooms are available. Schedule academic classes in compliance with classroom and event scheduling, coordination of support staff, and related policies.
• Efficiently use meeting space: Expertly administer the enterprise scheduling and event management software system, EMS. Maintain communication and relationships with the President's Office, Provost's Office, Special Events, Communications, External Affairs, Alumni Affairs, and related units, and negotiate trades and conflicts regarding academic classroom space. Maintain communication and relationships with appropriate event support organizations, including instructional support, audiovisual support, facilities, and related units. Identify and resolve scheduling errors or conflicts by creating searches on the scheduling system and resolve event placement requests, disputes, and conflicts among enterprise needs. Schedule 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: Provide 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. Run/assign/distribute daily AV support schedule to IT support staff. Resolve issues/provide patches and updates from the EMS vendor. Create new EMS Client user accounts and train users on the application. Provide guidance when applicable to the Classroom & Event Scheduling Coordinator for Summerville. Create various space utilization reports based on USG standards.
• Helps to improve processes: Help to improve the classroom and event scheduling processes and operations. Troubleshoot system and problem errors. Work 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: Facilitate and coordinate changes to scheduled rooms by re-assigning rooms in the event of an emergency, assist 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. Provide alternate schedule options for classes and events.
• Provides information through queries: Provide information to decision makers by running queries, room matrixes, time conflict reports, confirmation reports, room usage reports, and building utilization reports, and develop comparative data modules.
• Manages contracts, billing, and related processes: Manage 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: Proficient in Microsoft Office and other computer software/databases. Excellent interpersonal, written, and verbal communication skills. Detail-oriented with strong prioritization and organizational skills. Ability to maintain confidentiality.

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

Recruitment Period: Until Filled

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.

Equal Employment Opportunity

Augusta University is proud to be an equal opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.

How To Apply

Consider applying with us today!

Applicants are encouraged to tailor their resumes to the position of interest by clearly highlighting relevant work experience and skills gained from previous employment. Resumes should reflect how your background aligns with the qualifications and responsibilities of the role.

Select University Faculty & Staff > External Applicants if you are a candidate from outside the university

Select University Faculty & Staff > Internal Applicants if you are a current university employee

If you need further assistance, please contact us at 706-721-9365