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Space Administrator III/Event Coordinator

2 months ago

Palo Alto, California, United States InsideHigherEd Full time
Job Summary

InsideHigherEd is seeking a highly skilled Space Administrator III/Event Coordinator to join our team. As a key member of our University Events Office, you will be responsible for scheduling non-academic space reservations and rental requests, as well as coordinating with various university departments to ensure seamless event execution.

Key Responsibilities
  • Scheduling and Space Management: Utilize 25Live, our web-based event management software, to schedule events and manage space reservations for internal and external groups.
  • Training and Support: Provide training and user support on 25Live software to ensure efficient use and adoption.
  • Customer Service: Answer questions and resolve problems related to administrative and programmatic policies and procedures, providing exceptional customer service to internal and external constituents.
  • Space Inventory and Calendar Management: Maintain a campus space assignment inventory and master calendar of events for periodic non-academic functions.
  • Event Coordination: Finalize and supervise scheduling and space arrangement for non-academic functions, including planning and coordinating room configurations, communication with catering services, and coordination with various university departments.
  • Statistical Data Collection: Collect and compile statistical data for reports related to the assignment and reservation of university space for regularly scheduled instruction and meetings, students, faculty, and non-academic functions.
Additional Responsibilities
  • Commencement and Event Support: Assist with Commencement and related events, including room reservations, scheduling, and setup.
  • Financial Management: Responsible for purchase orders, direct payment vouchers, invoicing, and reconciliation of fiscal transactions against event scheduling and commencement accounts.
  • Collaboration and Communication: Work closely with staff, facilities, and other university departments to arrange for event details and logistics, and manage and execute class inquiries and issues.
Requirements
  • Education: Bachelor's degree or equivalent in a related field, such as accounting, linear programming, statistics, or a closely related field.
  • Experience: Three years of work experience in space utilization or closely related experience, such as management, engineering, accounting, linear programming, or statistics.
  • Desired Qualifications: Experience in event scheduling, resource purposes, contract creation, and/or event planning, customer service, supervising student workers and/or event personnel.