Scheduling and Event Logistics Coordinator

Georgetown University • Washington, DC

2d • $20 - $31 • Hybrid

About The Position

This position supports (1) room scheduling and administrative functions of the Office of Scheduling for the Capitol Campus and (2) event management logistics for events at the Capitol Campus, including Public Safety, Audio Visual, and Facilities needs that accompany event scheduling requests. Given the large volume of space requests received by the Office of Scheduling in the course of an academic year, the Coordinator is vital to ensuring that rooms are scheduled in a timely manner. The Coordinator is responsible for researching space availability, resolving scheduling conflicts, and assigning space. The Coordinator communicates directly with students, faculty, and staff to assign space, assist with scheduling changes, handle rescheduled classes, and convey policies and procedures through face-to-face meetings, phone consultations, and email communication with students, staff, and faculty submitting event scheduling requests and inquiries about space availability and scheduling needs. The Coordinator also provides administrative support for the Assistant Director of Scheduling including processing requests involving Public Safety, Audio/Visual and Facility needs using the University’s Event Management System (EMS) software program. This process includes coordinating with the A/V and Facility Departments in order to resolve scheduling conflicts. The Coordinator processes A/V and Facilities requests for rescheduled classes and class review sessions, in addition to Distance Learning Classes, including coordinating the daily work schedules for all A/V staff members and providing administrative support for the Special Event Facility Manager. This position also assists the Office of Events Management during large events, and the Office of Student Life programs for students, including the Evening Student Reception and Orientation programming.

Requirements

• Bachelor’s Degree
• 2-4 years of prior work experience in an event management environment is required.
• Strong computer skills.
• Familiarity with Event Management Software (EMS) a plus or willingness to learn the EMS Software is essential.
• Strong analytical skills and attention to detail is necessary.
• Ability to prioritize competing demands in an office that plans hundreds of events during the academic year.
• Multi-tasking abilities is a must.
• A high degree of autonomy and self-initiative, with the ability to work without close supervision.
• Ability to collaborate broadly, enthusiastically, and effectively manage the needs of diverse constituents is a must.
• Strong written and verbal communication skills are necessary.
• Customer service-oriented demeanor is preferred.
• Ability to interface with the public.
• Competent decision-making skills is a must.
• Ability to maintain highly confidential information with professional discretion.

Nice To Haves

• Demonstrated ability to conduct data analytics, assess outcomes and provide metrics and reports.

Responsibilities

• Room scheduling and administrative functions for the Capitol Campus
• Event management logistics for events at the Capitol Campus
• Researching space availability
• Resolving scheduling conflicts
• Assigning space
• Communicating directly with students, faculty, and staff to assign space
• Assisting with scheduling changes
• Handling rescheduled classes
• Conveying policies and procedures through face-to-face meetings, phone consultations, and email communication
• Providing administrative support for the Assistant Director of Scheduling
• Processing requests involving Public Safety, Audio/Visual and Facility needs using the University’s Event Management System (EMS) software program
• Coordinating with the A/V and Facility Departments in order to resolve scheduling conflicts
• Processing A/V and Facilities requests for rescheduled classes and class review sessions, in addition to Distance Learning Classes
• Coordinating the daily work schedules for all A/V staff members
• Providing administrative support for the Special Event Facility Manager
• Assisting the Office of Events Management during large events
• Assisting the Office of Student Life programs for students, including the Evening Student Reception and Orientation programming

Benefits

• Georgetown University offers a comprehensive and competitive benefit package that includes medical, dental, vision, disability and life insurance, retirement savings, tuition assistance, work-life balance benefits, employee discounts and an array of voluntary insurance options.
• You can learn more about benefits and eligibility on the Department of Human Resources website.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level