Scheduling Coordinator

About the role

Purpose: The Program Specialist II (Scheduling Coordinator), under general supervision, supports scheduling operations, customer service, and event coordination for the Texas A&M University Space Institute in Houston. This position assists the Lead Scheduler in managing facility schedules, coordinating stakeholder requests, and supporting external rentals and events. The Scheduling Coordinator plays a key role in day-to-day scheduling execution, conflict resolution support, and ensuring a high level of service for tenants, partners, and external visitors.

Responsibilities

• Assists in coordinating daily scheduling activities across Institute spaces, including auditorium, Moon and Mars simulation environments, conference rooms, and shared facilities
• Maintains scheduling systems, calendars, and reservation platforms to ensure accuracy and accessibility
• Supports identification and resolution of scheduling conflicts by coordinating with stakeholders
• Assists with planning and logistics for events, programs, and facility usage
• Coordinates scheduling requests from tenants, faculty, staff, and external users, including special events and multi-day conferences
• Ensures scheduling data is accurate, up-to-date, and aligned with Institute policies and priorities
• Implements scheduling procedures, policies, and best practices
• Coordinates with internal teams to ensure facility readiness for scheduled activities and events
• Serves as a resource to staff and stakeholders for scheduling-related questions and processes
• Serves as a primary point of contact for customers seeking to schedule events, facility use, or tours
• Provides customer service to external stakeholders interested in renting the auditorium or using Institute facilities
• Communicates scheduling availability, policies, and requirements clearly and professionally
• Supports development and distribution of scheduling-related communications and updates
• Assists the Lead Scheduler in coordinating logistics for conferences, facility rentals, events, and tours hosted at the Institute
• Serves as a liaison between internal teams, tenants, and external stakeholders to support event execution
• Supports coordination of event setup requirements and scheduling logistics
• Performs additional duties as assigned

Requirements

• Bachelor’s degree in applicable field or equivalent combination of education and experience
• Two (2) years of related experience
• United States Citizenship only (position is security sensitive)

Skills

Helpful experience includes:

• Experience supporting scheduling or operations in a multi-use or multi-tenant environment
• Experience in event coordination, conference planning, or facility scheduling
• Experience interacting with external clients, partners, or stakeholders
• Familiarity with scheduling systems, calendars, or reservation software

Knowledge, Skills, and Abilities:

• Strong organizational and time management skills
• Ability to manage multiple tasks and competing priorities
• Excellent interpersonal and customer service skills
• Strong communication skills, both verbal and written
• Ability to work collaboratively with diverse stakeholder groups
• Attention to detail and ability to follow established processes
• Ability to adapt to a fast-paced, dynamic environment

Benefits

• Competitive medical insurance benefits through Blue Cross and Blue Shield of Texas and Prescription coverage by Express Scripts
• Options for Vision, Dental, Life, and Long-Term Disability insurance
• A defined benefit retirement plan with the Teacher Retirement System of Texas (TRS) with 8.25% employer contribution
• Additional Voluntary Retirement Programs: Tax Deferred Account 403(b) and a Deferred Compensation Program 457(b)
• Flexible spending account options for medical and childcare expenses
• Generous paid time off with holidays, vacation and sick leave
• Robust free training access through LinkedIn Learning plus professional development opportunities
• Tuition assistance and Educational release time to further your academic pursuits
• Access to Engineer Your Wellness programs that provide opportunities for employees to engage in health and fitness
• Wellness release time offered to employees to promote work/life balance