Scheduling & Events Coordinator

As part of the Student Affairs Wellness team, Campus Recreation promotes the overall health and wellness of our entire community providing inclusive wellness, fitness, and recreation opportunities. As the Campus Recreation team completed the recent opening of the new 9-story, 270,000 square foot recreation and wellness center, the Scheduling & Events Coordinator will directly contribute to and support the ongoing operation and management of the new facility and additional satellite facilities. Major responsibilities include manage and oversee facility scheduling, respond to reservation inquiries and manage reservations, serve as liaison to event hosts, and coordinate event logistics. This position works a varied on-campus schedule, an assortment of hours and days, to ensure a superior participant and student employee experience. All applications must be submitted through the University of Pittsburgh employment site: Job Description - Scheduling & Events Coordinator (26003047) RESPONSIBILITIES Scheduling, Events and Facilities • Responsible for managing and scheduling facility reservations and rentals; responding to reservation inquiries; completing all reservations and rental procedures; coordinating event logistics (e.g., set up/tear down, custodial staff coverage, facility access); hosting event; and completing post event debrief. • Oversee operations of satellite facilities including the Sports Dome, Trees Hall spaces, and shared athletic facilities in Fitzgerald Field House and Cost Center. • Serves as liaison to event hosts providing event planning guidance. • Collaborates with campus partners (e.g., athletics, facilities management, integrated security, custodial, etc.) around all logistics associated with hosting reservations and events. • Provides oversight of facility scheduling including formal and informal recreation as well as reservations and special events. Works with Facilities & Operations team to ensure staff coverage of special events. Student Staff Leadership and Development • Responsible for the overall student staff leadership and development of 35 event staff ensuring service delivery excellence, and an engaging and inclusive participant and employee environment. Incumbent will create and implement training and professional development to enhance the experience and growth of student staff while positively impacting the Campus Recreation environment and service delivery of excellence. Student staff will learn transferable life and career skills (e.g., communication, problem solving, leadership, time management, customer service, crucial conversations). • Recruit, hire, train, schedule, supervise, coach, evaluate, and facilitate professional development for a diverse student staff operating in an environment supporting diversity, equity, inclusion, and accessibility for participants and staff. Provide daily guidance and management to student staff in the performance of their duties; serve as a mentor and role model in relation to performance expectations and student staff development recognizing successes and providing coaching on areas of improvement. • Provide leadership and support for department and all staff onboarding, training, engagement, and recognition events and activities. • Participates in radio coverage and on-call rotation with entire Facilities and Operations team. Administration • Serves as system administrator for software and business management platforms (i.e., EMS, Fusion, Connect2Concepts, etc.) within areas of operation; manages access, training, documentation, reporting; supports other staff utilizing software and platforms. • Processes timecards for student staff; supports payroll processes for student staff ensuring alignment with allocated funding. • Assists in developing budget projections. • Develops specifications for equipment and supply purchases. • Monitors, tracks, and interprets facility success metrics data (i.e., facility usage, number of reservations, etc.); compiles monthly and annual reports; develops recommendations based on data analysis. REQUIREMENTS • Minimum Education Level: Required Bachelor's Degree. Master’s degree preferred but not required; experience can be substituted for degree. • Minimum Years of Experience: Minimum 3 years’ experience managing facility scheduling and/or coordinating event logistics preferably in collegiate recreation, community, or sports facilities. A combination of education and relevant experience will be considered in lieu of education and/ or experience requirement. WORK ARRANGEMENT and SCHEDULE: The Coordinator will work a combination on-campus and remote schedule. Work schedule will include an assortment of hours and days, to ensure a superior participant and student employee experience. Child Protection Clearances The following PA Act 153 clearances and background checks are required prior to commencement of employment and as a condition of continued employment: PA State Police Criminal Record Check, FBI Criminal Record Check, PA Child Abuse History Clearance. The University of Pittsburgh is committed to championing all aspects of diversity, equity, inclusion, and accessibility within our community. This commitment is a fundamental value of the University and is crucial in helping us advance our mission, which includes attracting and retaining diverse workforces. We will continue to create and maintain an environment that allows individuals to discover, belong, contribute, and grow, while honoring the experiences, perspectives, and unique identities of all. The University of Pittsburgh is an Affirmative Action/Equal Opportunity Employer and values equality of opportunity, human dignity and diversity. EOE, including disability/vets.