Campus Scheduling Services Coordinator II

The University of St. Thomas invites qualified candidates to apply for a Campus Scheduling Services Coordinator (Coord II) position within the department of Facilities Management.

The University of St. Thomas embraces belonging and equal opportunity for all. Our convictions of dignity, diversity and personal attention call us to embody and champion an inclusive environment.  The University is an Equal Employment Opportunity Employer (EEO).  All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, status as a protected veteran, or other protected characteristic.  This commitment to inclusion and equal opportunity is consistent with our mission: Inspired by Catholic intellectual tradition, the University of St. Thomas educates students to be morally responsible leaders who think critically, act wisely, and work skillfully to advance the common good.  A successful candidate will possess a commitment to the ideals of this mission.

JOIN OUR COMMUNITY

The University of St. Thomas offers a competitive and comprehensive benefits program, which includes:

• Up to 100% tuition remission for employees and dependents upon eligibility
• Up to 50% tuition remission for spouses upon eligibility
• A generous Employer retirement contribution of 9.4% of annual salary upon eligibility
• Medical, dental, and vision options
• Employer-paid disability, life, and AD&D benefits

Salary Range: $19.94 to $25.30/hr

The University of St. Thomas has provided a salary range that represents its good faith estimate of what the University may pay for the position at the time of posting. The specific salary offered will be determined based on factors such as the qualifications of the selected candidate, departmental budget, internal salary equity considerations, and available market information.

JOB SUMMARY

This position is a first point of internal customer contact for facilities campus scheduling and provides support and approval for all space use requests on St. Thomas campuses. Supports systems administration with event audits in response to issues brought forward by clients and operational staff; supports meetings for OSG (Operational Support Group).   

Provides occasional training for internal event coordinators on planning and use of systems (25Live and SocialTables). Completes and distributes operational event reports. Backs up facilities management front desk service responsibilities, including but not limited to; answering phones, customer support response, data entry, front desk service support, signage, and access key systems. While this position reports to the Series 25 Systems Administrator, this position will be responsible for assisting with other facilities related initiatives. These initiatives may be directed and assigned by the Director of Facilities Services and often involve other facilities departments and may require collaboration with other university departments.  Supports the Systems Administrator in organizing and hosting the operational support group weekly meeting.

This position will have responsibilities for maintaining other facilities management data across several systems; including but not limited to key database, Banner records, 25PRO mirroring, SocialTables, default layout placards, and signage. The position will also be responsible for updates to the facilities management websites ensuring information within is current and relevant and supporting the classroom default layouts for each semester.  

ESSENTIAL FUNCTIONS

1.     Supports the scheduling and approval for all meeting and venue events:  Oversees all internal non-academic meetings and events for the university using Resource 25 reservation software to schedule over 20,000 meetings and events annually.  Receive facility reservation requests from University of St. Thomas meeting/event planners 25LIVE and monitors the approval process. Consults with clients on proper use of systems for facilities and operational event support needs via 25LIVE where needed. Monitors and addresses change/update WHD Tickets and follows up to the event support operation team and requestor as needed.  Updates reservations as necessary. Work with Series 25 System Admin and Facilities Services/Management on solutions and best practices for managing event support, back up audits.

2.     Facilities Data Management: Keeping Banner data updated per Facilities Inventory Classification Manual guidelines. Auditing space releases to ensure they are empty, updating system where needed, requesting additional services for newly vacant space. Tracking vacant and available space across campus. Working with Construction team on renovation changes to ensure data collected is per standard and audit comparing data to shared files to ensure that all changes are reported and accurately updated in Banner (reviewing historical floorplans to new to ensure where SQF changes are noted and is properly allocated as reported. Performing visual audits of locations to ensure data integrity and mirroring in systems. Collaboration with Controllers office, auditing yearly indirect cost allocation reports to department. Manages the creation, updates and places the default layout information of academic, dinning and meeting room spaces. 

3.     Supports System Administration Events: In collaboration with System Administration is the first point of contact for SocialTables diagram and 25PRO event software.  Responsible for providing training for other system users as needed.  Continues own education of systems capabilities and upgrades, and shares with account holders and new clients to assist in cleaner diagrams for facilities services staff as well as better visual to client of what the location will look like to avoid last-minute changes to event diagrams. Works with vendors on additions, scaling, or other needs for locations per the university’s processes / needs for planning direction and spot possible concerns. Performs weekly audits of event set up needs to ensure all set ups are current and accurately recorded for operational reporting. Assists in diagram management as needed.  Pulls, prints and distributes daily event reports, and other reports as needed, as part of   campus & facilities operations. Serves as back up for the facilitation of OSG and Large Campus Event Planning as needed.  

4.     Supporting facilities operations: Creates and distributes event reports. Serves as a backup for access administration for assigning card access rights for faculty, staff and students within CBORD software program. Runs access log reports as requested.  Supports front desk operations through data entry, customer service support, front desk facilities team support, signage, access, and key systems.

5.     Initiatives and Projects: Support or Lead initiatives or projects as assigned from Facilities Management administration.  Consult with stakeholders for each initiative/project Collaborate with other departments and vendors for success of periodic initiatives and projects.

6.     Manages website updates: Implements web page updates for Facilities Management utilizing software such as Cascade or internal CMS. Supports the creation of new website pages as needed.

Other assigned duties.

Minimum Qualifications

• High school diploma or the equivalent
• Three years of administrative support experience, preferably in higher education

Preferred Qualifications

• A bachelor’s degree
• Cconference/meeting/event management experience to working with scheduling software, such as Series 25 products, or similar. 

HOW TO APPLY

All interested candidates must apply online at https://www.stthomas.edu/jobs/. Follow the instructions to complete an online application which includes creating or updating an applicant profile, uploading a resume, and completing a job specific application.

In light of its commitment to create and maintain a safe learning and working environment, employment with the University of St. Thomas requires consent and successful completion of a background screening.

Official job posting is available at www.stthomas.edu/jobs.