Scheduling Coordinator

Central Washington University is recruiting a Scheduling Coordinator to join our University Scheduling Services team in Ellensburg, Washington. This role is an important member of our team as they encourage student success for the University. The role is a campus-based position, which means you get to see the lives you are impacting. We're offering a salary, depending on experience, from $37,152 - $48,156 plus the awesome CWU benefits.

Who we are:

We are a team of individuals committed to Changing Students' Lives. No matter what job, each of us plays a part in supporting and empowering our students to fulfill their dreams.

Working in higher education provides career growth and career choice. Think of a university campus like a mini city, operating across 380 acres. You'll find diverse academics, libraries, athletics and sporting events, full service and quick serve dining, conferences and events from small to large, recreation centers, housing for ~10,000 students, health services, police and public safety.

For the seventh time in eight years, CWU is a recipient of the prestigious Higher Education Excellence in Diversity (HEED) Award from INSIGHT Into Diversity magazine. Come join us on our journey to encourage, inspire, and create spaces where all identities thrive on campus.

Tour our campus in Ellensburg here. www.youtube.com/watch?v=HjdhOegDa9A

What we offer:

Our investment in you begins the day you join our team, a healthy and successful future for you is important to us. We offer medical, dental, life and disability insurance, retirement and optional savings plans, tuition assistance for you and your dependents, discounts across town, an employee assistance program for individualized counseling, and a wellness incentive program. Learn more: www.cwu.edu/hr/benefits-perks-discounts.

The Role:

Under general supervision, coordinate a wide variety of support services for meetings, conferences, seminars, workshops and campus events to be held at CWU main campus. Within the criteria set by the CWU Facilities Usage Policy and Procedures, make arrangements with internal and external service providers for multi-day and single-day events to use on-campus space, equipment, setup, security and meals; create and execute contracts for services to be provided and costs associated with those services. This position assists the Program Support Supervisor 2 and represents the institution and the Student Union Scheduling Services office to outside organizations and the community. All employees are expected to support CWU's commitment to diversity and to bring and support inclusion into the university environment.

Provide Scheduling Services / Planning / Facilitating:
- Schedule rooms, media equipment, security, setup, parking, and other related services; Create and send out contracts all using 25Live scheduling software.
- Using MS Office software to create letters, spreadsheets, flyers, signs and other documents related to scheduling and client needs.
- Use email, multi-line phone, fax, copy machine, cell phone, various media and other office equipment to perform duties related to scheduling services.
- Work with Catering to provide meals and refreshments to groups.
- Using AIM software to generate work-orders to facilities for needed setup and cleaning in academic space.
- Monitor deadlines required for each group and by the service providers.
- Verify established logistics with service providers and clients.
- Advise staff, clients, service providers and others to help identify, evaluate, and resolve complex issues or problems; as well as additional available service that may affect the program as a whole.
- Create contracts for services rendered and confirm revision of services after event is completed for billing processes.
- Monitor compliance with applicable laws, regulations, policies, emergency procedures, and be aware of ADA compliance requirements for events.
- Participate in program development meetings with client planners.
- Provide general set-up and technical advice on media equipment. Work with the Student Union Events Program, Facilities Management and Academic Departments to request work to be completed.
- Anticipate unforeseen problems and provide solutions.
- Create and build relationships with university staff and external groups for future opportunities of event planning needs.
- Ensure a signed contract returns and resides in each folder. Ensure required deposit has been received.
- Ensure all required liability insurance and licenses have been received from client and/or catering/alcohol vendors prior to use of space.
- Ensure all meeting rooms, equipment, set-up specifications, meals, guaranteed numbers, and special services data is entered into 25Live and follow through with service providers such as Event Support Services, Facilities, Building Managers, and Catering Staff, etc.
- Facilitate internal planning meetings and initiate communications with Conference Program staff, Catering staff, Facilities staff, Student Union staff, building Secretaries, etc. on a regular basis.
- Act as the main scheduling coordinator in collaboration with Conference Center coordinator to facilitate all yearly conference groups and visitors.
- Update reservations and enter post-event information into 25Live.
- Email post-event evaluation (Qualtrics Survey) to clients for large-scale events.
- Lead student staff when necessary.

25Live Training Facilitator / Social Media / Webpage upkeep:
- Assist with 25Live System Administration.
- Be the trainer for all new 25Live users on scheduling, reports, and the Publisher Calendaring tool.
- Consistently update the 25live Publisher manual for all new users. Keep this information current and online for easy access.
- Conduct training with departments, clubs, and organizations on the use of 25Live Webviewer to schedule their event spaces.
- Perform other duties as assigned.

• Demonstrated work experience providing excellent customer service to a diverse variety of clients.
• Experience as an administrative support in a fast-paced office that demonstrates the ability to:
  • Use MS Word to generate documents, letters and other correspondence.
  • Use MS Excel to create and maintain spreadsheets.
  • Use MS PowerPoint to produce slides and presentations.
  • Use multi-line telephones.
  • Use email program such as Outlook to send and receive email and schedule appointments.
• Strong time management and organizational skills.
• Experience prioritizing work to meet multiple deadlines.
• Ability to work both independently and as a team under pressure to meet projects schedule.
• Excellent written and oral communication skills.
• Detail oriented.
• Demonstrated willingness and/or experience working with students and/or co-workers from a wide range of abilities, backgrounds, and experiences.
• OR applicable combination of education and/or experience which demonstrates the ability to perform the essential functions of the position.

Preferred Qualifications

• Bachelor's degree in Business, Public Administration, Hospitality, or related field.
• Experience as a planner to plan events, select space, contact, and work with catering, understand equipment and setup requirements and any additional support services for any organization.
• Experience and knowledge of the use and operation of various types of digital media systems and equipment.
• Experience working with data-based scheduling software such as 25 Live.
• Experience working with digital work order systems.
• Experience with web page design and social media management.
• Experience leading other employees.
• A record of promoting inclusivity in the work environment.
• Potential to mentor and educate students who will serve diverse populations.

Competencies

• Accountability/Dependability: Accepts responsibility for quality of own work; acknowledges and corrects mistakes. Shows up on time, meets standards, deadlines and work schedules.
• Judgement: Makes timely, informed decisions. Analyzes options and determines appropriate course of action.
• Teamwork: Promotes cooperation and mutual support to achieve goals. Encourages participation and mutual support.
• Adaptability/Flexibility: Responds positively to changing business needs and responsibilities. Adapts approach and methods to achieve results; recovers quickly from setbacks and finds alternatives.
• Commitment to Diversity: Recognizes the value of diversity and helps create environment that supports and embraces diversity.

Salary: $3,096 /month with periodic increases up to $4,013 /month

Schedule/Appointment: Monday - Friday, 8:00am-5:00pm (1 hour lunch)

Working Conditions: Work is performed in an indoor office setting with frequent in-person interactions. It is essential to be able to remain at a desk/computer workstation for prolonged periods of time, perform extensive data entry and other computer-related tasks and create/maintain filing systems for departmental records. Some evening or weekend work and/or occasional travel may be required.

Benefits: CWU offers a comprehensive benefits package including medical and dental insurance, retirement and optional savings plans, life and disability insurance, along with vacation and sick leave plans depending on employment classification. For additional information please visit: : www.cwu.edu/hr/benefits-perks-discounts.

An employee of CWU may be eligible for the Public Service Loan Forgiveness Program if the employee has student loans. To learn more, visit: https://ofm.wa.gov/state-human-resources/public-service-loan-forgiveness-program.