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Scheduling Coordinator

4 months ago

San Angelo, Texas, United States Angelo State University Full time
Under general supervision, serves as supervisor over Reservations and Special Events Office student staff, Vending staff, and Information Desk staff; and performs administrative University scheduling services including academic space management, providing support for course planning, and serving as the functional administrator for the University's academic scheduling software. Scheduling Coordinator takes direction primarily from the Assistant Director but works to support all functions of the Business Services and Special Events Office. This position is housed in the Special Events Office and responds to day-to-day facility reservations needs of students, faculty, staff, and guests. This full-time position also performs general administrative work of considerable difficulty for the Director of Business Services and staff.

Typical Duties/Job Duties Administers and supports all operational facets of the reservations software program; serves as expert resource for reservations software program; manages application and modifications resulting from software upgrades and version changes for academic and event scheduling. Compiles data related to the assignment and reservation of university space for meetings, activities, and events; organizes statistical data for reports concerning such items as space devoted to various educational and departmental activities, customer service assessments and changes in the use of assigned space. Prepares monthly summary of facility utilization, and KPI of reservation response time, using automated reservation system as data source. Prepares and distributes weekly schedule of activities. Assists customers with reservations for campus space utilizing campus scheduling system; reserving for both campus and off-campus groups and organizations, as requested; contacts patrons as necessary, follows up with questions and to ensure all documentation is received; assists customers to develop their reserved events and to coordinate all details included with the various campus service providers, which includes academic course scheduling, athletic and auxiliary venues and summer camps, while ensuring campus policies and procedures are articulated as necessary to patrons. Develops customer pricing information; prepares and sends rental contract; sends waiver and liability release, alcohol use form (if needed), and reservation confirmation to customers; follows up with rental customer to ensure completed paperwork is returned by established deadlines. Works closely with Events Managers and internal University rental customers to develop and record detailed event/facility rental set-up instructions for use by Events Managers in scheduling and staffing; sends customer service evaluations to facility renters after event as well as preparing billing, listing customer, facility fee, and accounts to be credited when bill are paid. Prepares annual departmental revenue reports as needed for UBIT and tax reporting purposes as well as budget projections. First-line customer service support to provide refund/service assistance for drink and snack vending operations. Coordinates campus-wide training workshops. Oversees student staff for facility reservation processing, office coverage, merchandise commission, vending, and information desk. Prepares staff schedules and selecting, training, and supervising student support staff. Ensures scheduled professional coverage to open and ready Special Events Office for public contact from 8 am to 5 pm Monday through Friday. Monitors any conflicts that may arise and resolve any discrepancies. Develops and enforces existing fiscal controls; conduct audits and settlements and generate all necessary reports and maintain all associated paperwork in file. Acts as departmental training coordinator, scheduling and facilitating regular staff development sessions as well as representing department in customer training workshop and outreach opportunities. Provide and maintain financial accountability and reporting inherent to merchandising responsibilities. Assists others within department; examples include financial accountability/reporting, including some database management and tracking budget accounts; assist with the preparation of auxiliary service budgets as assigned. Analysis of academic space utilization; monitoring and reporting on department space management performance measuring against appropriate benchmarks. Management of accurate space inventory database of space assignments, room specifications, and equipment for all classroom and event space on campus; participates on a multi-departmental Space Planning Committee to ensure that all records dealing with space are kept current and accessible to the campus community; advises facilities inventory stakeholders in matters of academic space coding. Reviews and updates departmental website and publications. Assists in maintenance of departmental payroll and purchasing records; assists in maintenance departmental labor and expense account records; assists in reconciliation of departmental accounts monthly with University accounting system (Banner). Preparation of travel and supply requisitions and related materials using a personal computer and/ or typewriter. Assists with the preparation of proposals and bid requests for service areas assigned to the Director; procuring price quote information for purchasing needed supplies, equipment, and services related to Special Events Facilities and Services and all other inherent responsibilities. Communicate in a professional, service-oriented manner with faculty, staff, students, visitors and others in the course of performing work or managing functions to include written communication (memos, policies and procedures, etc.), oral communication (serving on committees, attending event functions, etc.) as well as any other duty assigned. Participates in the development of customer service resolutions as needed to maintain positive public relations and high standards of customer care. Maintains computer and hard copy department files in an accurate and timely manner; adheres to records maintenance, confidentiality, and related practices and policies.Knowledge, Skills and Abilities
  • Ability to communicate well both written and orally. Aptitude to exercise considerable independent judgment, initiative, and tact in handling sensitive public relations issues, meeting urgent deadlines, and making decisions while under pressure. Cheerful and professional attitude daily that will not diminish as a result of the commitment to working occasionally irregular hours, including nights, weekends and holidays, as dictated by event schedules.
  • Experience in Academic scheduling software, preferably Banner and EMS , preferred. Demonstrated ability to learn and work with large departmental and University wide programs and systems.
  • Experience in the education sector preferred.
  • Practiced skill in delivering high level customer service to a variety of patron types in a fast-paced environment.
  • Proficient with MS Office Suite, to include Excel and Word, for use in financial accounting and business writing.
  • An ability to consider a situation from many competing points of view and make decisions based on the best outcome for the University as a whole.
  • Good analytical skills and the ability to create innovative solutions to space management requirements.
  • A demonstrated ability as a communicator with effective listening and negotiating skills.
  • Strong leadership judgment, analytical and problem solving skills.
  • Organizational and self-motivation with above average interpersonal skills.
  • Aptitude to exercise considerable independent judgment, initiative, and tact in handling sensitive public relations issues, meeting urgent deadlines, and making decisions while under pressure.
  • Knowledge of secretarial, clerical, and general office procedures and practices; knowledge of spelling, grammar, and punctuation; knowledge of cash handling procedures; knowledge of word processing and spreadsheet applications and software; knowledge of Microsoft Office Suite.
  • Ability to type 40-50 WPM ; ability to organize and complete tasks in an accurate and timely manner; ability to perform work requiring accuracy and attention to detail; ability to perform work in an independent manner; ability to interact effectively with a wide variety of customers and users; ability to integrate new and different software packages as they become available; ability to operate a variety of office equipment.
  • Skilled in oral and written communication; skilled in interpersonal relations.
  • Ability to learn quickly and adapt to change.
  • Ability to prioritize tasks.
Minimum Qualifications
Bachelor's degree in any field plus one year of diversified public relations, administrative, managerial, customer service, facilities reservations, or equivalent experience.

Preferred Qualifications

Physical Requirements

EEO Statement
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, disability, genetic information or status as a protected veteran.

In compliance with the Americans with Disabilities Act ( ADA ), Angelo State University is committed to providing reasonable accommodations to ensure equal access to employment opportunities for qualified individuals with disabilities. We are committed to ensuring that a qualified individual with a disability has the same rights and privileges in employment as non-disabled employees. If an accommodation is requested for the job application process, please contact our office at or email us at

Remote No

Posting Detail Information

Posting Number S848P

Open Date 05/16/2024

Close Date

Desired Start Date

Review Start Date

Open Until Filled Yes

Special Instructions to Applicants

Required Number of References