Scheduling and Operations Coordinator

About the Role

The Scheduling & Operations Coordinator is a key member of the leadership team within Student Engagement. Comprised of four functional units (Student Involvement and Leadership Development, Event and Technical Services, Greek Life, and Operations), Student Engagement serves the Syracuse University community as a resource and information network supporting Schine and Goldstein Student Centers, recognized student organizations (RSOs), including Greek Life organizations, non-academic events, and student development programs centered on leadership, connection, and community.

The Scheduling & Operations Coordinator administers 25Live, the University’s scheduling and web viewer platform, and assists in overseeing the day-to-day administrative operations of the Operations unit within Student Engagement. The role also supports the planning, execution, and assessment of events and programs held in university facilities. The Scheduling & Operations Coordinator helps co-supervise student employees while on shift.

Standard hours are Tuesday-Saturday 12:00pm-8:30pm during the academic year, subject to adjustment as required to support facility coverage and event staffing needs.

Responsibilities

• Scheduling Operations and University Events Management
  • Oversee scheduling process campus-wide and serve as the department’s subject-matter expert on the 25Live scheduling system.
  • Co-manage University-wide events and initiatives and coordinate the execution of large-scale academic and administrative events with the Associate Director of Operations.
  • Assist in management of the fall and spring space allocation processes, including the Syracuse University Welcome allocation, and maintain the Student Engagement Calendar.
  • Schedule recurring Calendar Meetings with campus partners, preparing the agenda and supporting materials, to align stakeholders and ensure smooth event execution.
  • Partner with University departments to build a shared understanding of scheduling processes and room and building usage.
  • Oversee the two weeks out process for Schine reservations, communicating needs with users, confirming diagrams and setups.
• Supervision
  • Directly supervise Schine Information Desk attendants.
  • Assist with co-supervising all Student Engagement student staff when on duty.
  • Assist with the full employment cycle for these staff: hiring, training, professional development, recognition, performance evaluation, and corrective action, and address performance concerns promptly and constructively.
  • Mentor student supervisors and peer leaders within the department, and foster a collaborative, respectful work environment where both student and professional staff feel valued and empowered.
• Operational and Facility Support
  • Serve as the Professional Staff point person for day-to-day operations of the Schine and Goldstein Student Centers, providing direct customer service and support for events and reservations.
  • Back up student staff, and step in when student staff are unavailable, as the onsite contact responsible for ensuring all event needs are met, including real-time coordination with Catering and Facilities, room set-ups, and troubleshooting technical or logistical issues.
  • While on duty, serve as the Professional Staff point person for all Student Engagement student employees, supporting facility oversight and student personnel scheduling.
• Office Scheduling Operations Support
  • Provide direction for office scheduling operations.
  • Work with Operations team to provide detailed, accurate, and up-to-date information for Goldstein and Schine Student Centers Information Centers/Desks.
• Other duties as assigned.

Requirements

• Bachelor’s degree from an accredited institution required.
• Two years’ related experience required, including staff supervision and facilitation of events.
• Three years’ related experience preferred.
• A demonstrated commitment to fostering diversity, equity, and inclusion in the workplace.

Skills and Qualifications

• Experience working in a college/university environment, specifically in student activities, student union work, or similar.
• Excellent interpersonal communication skills and patience.
• Experience with handling high-profile, sensitive information and the ability to maintain confidentiality; ability to interact with difficult publics.
• Excellent customer service skills are essential.
• High-level attention to detail and ability to manage multiple tasks simultaneously.
• Strong problem-solving skills.
• Working knowledge of Microsoft Word, Excel, and PowerPoint.
• Experience with 25Live or another comparable event scheduling system is preferred.

About Syracuse University

Syracuse University is a private, international research university with distinctive academics, diversely unique offerings, and an undeniable spirit. Located in the geographic heart of New York State, with a global footprint and over 150 years of history, Syracuse University offers a quintessential college experience. The scope of Syracuse University includes:

• A pioneering history dating back to 1870.
• A choice of more than 200 majors, 100 minors, and 200 advanced degree programs offered across the University’s 13 schools and colleges.
• Over 15,000 undergraduates and over 6,000 graduate students.
• More than a quarter of a million alumni in 160 countries.
• A student population from all 50 U.S. states and 123 countries.

About the Syracuse Area

Syracuse is a medium-sized city situated in the geographic center of New York State, approximately 250 miles northwest of New York City. The metro-area population totals approximately 500,000. The area offers:

• A low cost of living.
• Many social, cultural, and recreational options, including parks, museums, festivals, professional regional theater, and premier shopping venues.
• A wide range of seasonal recreation and attractions, such as water skiing and snow skiing, hiking in the Adirondacks, touring historic sites, visiting wineries along the Finger Lakes, and biking on trails along the Erie Canal.