Festival Assistant Scheduling Coordinator (Part-Time)

About the role

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.

Duties and Responsibilities

• 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.
• 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.
• Serve as backup support for the Festival Scheduling Coordinator as needed.
• Aid 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.
• Cook with internal departments to resolve billing discrepancies when necessary.
• Serve on departmental committees and complete assigned tasks related to committee initiatives.
• Collaborate with Event Management staff on departmental projects and process improvement efforts.
• 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.
• Aid 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.

Qualifications

• Demonstrated customer service experience in a professional office or service-oriented environment.
• Strong organizational skills with the ability to manage multiple tasks and deadlines.
• Excellent written and verbal communication skills.
• Ability to work collaboratively with diverse groups of students, faculty, staff, and external customers.
• Proficiency with Microsoft Office applications or similar software systems.
• Demonstrated ability to work independently and collaboratively as part of a team.
• Experience with event scheduling or facility reservation systems.
• Experience working in a higher education environment.
• Experience supporting billing, invoicing, or financial reconciliation processes.
• Experience supervising or coordinating student employees.
• Familiarity with event management, scheduling workflows, or conference services.