Job description
Department
CSL Student Centers: Reynolds Club
About the Department
Job Information
Job Summary:
Reporting to the Assistant Director, Event Management – Reynolds Club, the Scheduling Coordinator has primary responsibility for the intake and scheduling of events in the Student Centers, as well as post-even administration. The Scheduling Coordinator schedules and approves space reservations, manages internal holds and building hours in the Event Management System (EMS), supervises student scheduling assistants who help process reservations for Ida Noyes Hall, the Reynolds Club, Mandel Hall, Bartlett Hall (1st Floor), Stuart Hall and Harper classrooms, creates the daily events calendar and setup sheets for all Student Centers facilities, and manages all invoicing and revenue collections. The Scheduling Coordinator also executes a variety of other administrative tasks including communications, loading and extracting customized data from the Event Management System (EMS) upon request and other administrative activities and special projects which support the management team at Student Centers.
Responsibilities:
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Event Scheduling and Client Services: Manage event intake and scheduling for Ida Noyes Hall, Reynolds Club, Bartlett Hall (1st Floor), and after-hours/weekend classroom usage in Stuart and Harper classroom buildings using the Event Management System (EMS) platform; with user groups in-person, by email, and by phone to provide information and guidance to clients and to determine accurate event specifications (clients include staff, faculty, students, alumni and community members).
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Identify and coordinate basic client service needs including clarification and training for clients on event policies and procedures, event walkthroughs, and access and rental of venue inventory or third-party rentals.
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Input internal holds, blocks, and building hours for the Student Centers; with the Assistant Director, Event Management – Reynolds Club, process, input, and confirm reservations for the quarterly room lottery process; Supervision of student scheduling assistants.
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Fiscal Administration : Manage invoicing and billing of all clients post-event.
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Ensure that all payables are processed in partnership with the Student Centers Financial Management team.
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Oversee revenue deposits and ledger reconciliation in accordance with of policies and procedures of the University.
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Administrative : Provide high-level administrative support for a fast-paced, constantly evolving and service-oriented office.
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Serve as the front-facing employee of the department and directing operations and events inquiries to the right team member.
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Prepare and distribute daily event calendars and setup sheets for the Student Centers staff special projects.
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Work with the Assistant Director, Events Management – Reynolds Club and other Student Centers leadership in defining annual objectives.
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Plan and propose new approaches to facilities space usage and management and help plan the annual calendar of signature events.
Competencies:
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Demonstrate University Stewardship & Serve as a Brand Ambrassador.
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Exhibit Business Acumen Organizational Astuteness.
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Communicate Effectively & With Influence.
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Ensure Decision Quality, Accountability & Drive Results.
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Display Emotional Intelligence.
Additional Requirements
Education, Experience, or Certifications:
Education:
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High School Diploma or GED equivalent required.
Experience:
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A minimum of one year of experience in higher education, in another non-profit setting or in an administrative position required.
Technical Knowledge or Skills:
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Demonstrated skill and knowledge of, or ability to learn quickly the internal workings of the University as well as technology tools including MS Excel, MS Word, MS Outlook.
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Demonstrated organizational skills required.
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Ability to communicate clearly, both verbally and writing.
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Ability to work independently with a high degree of initiative.
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Must be detail-oriented, be able to work on and prioritize multiple projects, and work under pressure and meet deadlines.
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A commitment to quality and to providing the team with the most valuable service possible required.
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Ability to exercise sound judgments, and solve problems required.
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Must be able to identify communication goals in the framework of overall marketing and public relations goals and develop clear, focused communications strategy to meet those goals; experience with staff management and budget planning preferably in an international setting.
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Preferred: EMS knowledge is preferred.
Pay Range:
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$19.94 - $29.20 hourly
Required Documents:
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Resume
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Cover Letter
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Benefit Eligibility
Requires Compliance with University Covid-19 Vaccination Requirement
No
Pay Frequency
Pay Range
Scheduled Weekly Hours
Union
Job is Exempt
Drug Test Required
Motor Vehicle Record Inquiry Required
Health Screen Required
Posting Date
Remove from Posting On or Before
Posting Statement:
Employees must comply with the University’s COVID-19 vaccination requirements. More information about the requirements can be found on the
The University of Chicago is an
University of Chicago Vaccination GoForward
.
The University of Chicago is an
Affirmative Action/
Equal Opportunity
/Disabled/Veterans Employer
and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, genetic information, or other protected classes under the law. For additional information please see the
University's Notice of Nondiscrimination.
Staff Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via
Applicant Inquiry Form.
We seek a diverse pool of applicants who wish to join an academic community that places the highest value on rigorous inquiry and encourages a diversity of perspectives, experiences, groups of individuals, and ideas to inform and stimulate intellectual challenge, engagement, and exchange.
All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.
The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at:
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. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.
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