at University of Illinois in Urbana, Illinois, United States
Job Description
Events & Facilities Scheduling CoordinatorDepartment of Campus Recreation
Applications are now being accepted for an Events & Facilities Scheduling Coordinator for Campus Recreation at the University of Illinois at Urbana-Champaign. The Events & Facilities Scheduling Coordinator is a valuable member of the Campus Recreation team of professionals who provide recreational opportunities to a community of over 40,000 students and 10,000 faculty/staff of the University of Illinois at Urbana-Champaign. This position reports directly to the Assistant Director - Events & Facilities Scheduling and will serve as a member of the University of Illinois Events & Facilities Scheduling management, directing key aspects of operations, including program development, policies & procedures, informal recreation, facility scheduling & rentals, billing, and marketing. Responsible for supervision of events & facilities scheduling , including the supervision of event management part-time staff. Work closely with the Assistant Director to create a cohesive and organized events & facilities scheduling program.
Campus Recreation provides a welcoming environment that inspires the university community to engage in recreation and wellness opportunities. With approximately 500,000 square feet of state-of-the-art indoor recreation space, 75 acres of outdoor fields, and a diverse variety of fitness, wellness, and recreational programs, there are many opportunities for students to stay active.
We are seeking individuals with diverse backgrounds who can help foster communities that strive toward the mission of providing "A place for everyone." This includes supporting the academic mission of the University by developing environments conducive to student learning and academic success, respecting, appreciating, and advocating for the diversity of our student population, and supporting the holistic development of all our students.
Major Duties & Responsibilities:
Events & Facilities Scheduling Responsibilities: (75%)
Hire, train, schedule, supervise, and evaluate all event staff including Program Assistants, Event Managers, and Event Management Assistants.
Determine staffing needs and hire qualified candidates based upon certifications, experience, skills, and ability to contribute to the diverse needs of the University of Illinois and Campus Recreation.
Evaluate personnel via random shift audits and observations from professional and leadership staff.
Prioritize tasks and assign/delegate duties to part-time employees in all pre- and post-preparation associated with events.
Follow all Campus Recreation and University personnel policies.
Utilize a student development focus in supervision practices.
Assist in oversight of all aspects of facility and event reservations for Campus Recreation, including 500,000 square feet of indoor space and 40+ acres of outdoor playfields.
In conjunction with supervisor, review and approve all reservation/event requests for both internal and external groups.
Adhere to and provide feedback of priority reservations and departmental standards.
Ensure groups follow department and University policies including but not limited to, Protection of Minors, Insurance, and Approved Vendors.
Coordinate and manage facility scheduling of informal operations including hours of operation, court availability, multi-purpose space availability.
In conjunction with the Competitive Sports & Community Programs Coordinator and Aquatics Coordinator, develop scheduling for Campus Recreation club sports utilizing department spaces.
Serve as liaison to Kinesiology department representative ensuring classes meet Campus Recreation guidelines, communicate equipment storage capabilities, and arrange access for instructors.
Research trends and make recommendations about the strategic direction of programs.
Work with Assistant Director - Events & Facilities Scheduling to coordinate scheduling and staff for event coverage, set-up, and teardown needs.
Effectively communicate with Campus Recreation professional staff as it relates to facility rental and scheduling impacts on respective programs and needs.
Develop marketing and promotion efforts focused on ice arena programs and events; in conjunction with the marketing department implement these efforts which may include print information, website design and social media outreach.
Provide leadership to staff during events and serve as the department authority during events as needed.
Assist in oversight of purchase, inventory, and maintenance plans of equipment (sporting equipment, tables, chairs, linens, staging, audio/visual, etc.)
Research trends and industry standards for event related equipment and make recommendations for replacement and purchase of new equipment.
Be knowledgeable about computer-related programs/resources including Fusion and Event Management System (EMS) for program registration, I-card readers, databases and internal/external communications.
Department: (25%)
Participate as a member of Campus Recreation professional staff in the development and implementation of policies and procedures.
Work collaboratively with other Campus Recreation program areas when needed.
Track and Compile information and data in conjunction with monthly, mid-year and yearly reports. Including, but not limited to, Federal Work Study information, diverse student hires, and space usage and allocation. Utilize information to develop policies, procedures, and strategic goals for Event Reservations for Campus Recreation.
Participate in the development of programs, departmental objectives, and long-range planning by performing research, providing recommendations, and implementing plans as appropriate.
Assist with evening, weekend and break coverage as needed.
Serve on Department and/or University committees as assigned
Design and implement special projects that support the overall mission of Campus Recreation.
Assist department with organization of staff development, recognition, and certification opportunities.
Position Requirements and Qualifications:
Minimum Qualifications
- Bachelor's degree.
- One (1) year of work experience in facility scheduling and event planning.
- Demonstrated experience supervising staff.
Preferred Qualifications
- Master's degree.
- One year of demonstrated facility or event scheduling experience; one year of supervisory experience.
Strong written and verbal skills and an ability to establish and maintain effective working relationships with other employees.
Ability to develop goals and plans to prioritize, organize, and accomplish work.
Ability to determine the needs of facility scheduling and even services unit and make sound field
judgements to ensure a reasonable level of safety is achieved.
Skill in scheduling events, programs, and activities, as well as the work of others.
Ability to work effectively with staff, the public, and outside constituency groups
Ability to effectively plan, delegate, and supervise the work of others.
Physical, Environmental, and Work Demands:
Ability to manage multiple priorities and meet project review deadlines.
Willingness to work evenings, weekends, and maintain flexibility in schedule.
Ability to lift 50 pounds and position self to complete repetitive and/or prolonged physical tasks.
Appointment Information
This is a 100% full-time Civil Service 5002 - Program Coordinator position, appointed on a 12-month basis. The expected start date is as soon as possible after 9/1/2024. Salary begins at $44,000/yr and is commensurate with experience.
For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx .
Application Procedures & Deadline Information
Applications must be received by 6:00 pm (Central Time) on August 18, 2024 . Apply for this position using the Apply Now button at the top or bottom of this posting. In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact moton@illinois.edu. For questions regarding the application process, please contact 217-333-2137.
The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, and employment eligibility review through E-Verify .
Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal , or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu .
Requisition ID: 1025002
Job Category: Administrative
Apply at: https://jobs.illinois.edu
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