Campus Scheduler and Events Coordinator

The Bishop's School; San Diego (CA); On-site; Full time

Job summary

A leading independent college-preparatory school in La Jolla seeks a Campus Scheduler and Event Coordinator. This role involves managing campus facilities, scheduling events, and ensuring smooth operations for both in-person and virtual gatherings. The ideal candidate will have strong event coordination skills, a Bachelor’s degree, and a commitment to customer service.

Qualifications

• 3 years of relevant event or meeting planning experience.
• Proficiency in managing virtual events across different platforms.

Responsibilities

• Coordinate and manage campus facilities and events.
• Create and maintain schedules for meetings and events.
• Collaborate with staff to execute logistics for events.

Skills

Event Coordination

Project Management

Communication

Customer Service

Education

Bachelor’s degree

Advanced degree

Job description

About The Bishop’s School

Founded in 1909 and affiliated with the Episcopal Church, The Bishop’s School is an independent, all gender college-preparatory day school for 800 students in grades six through twelve located on a historic campus in the heart of La Jolla, just 10 miles north of downtown San Diego. With a student-teacher ratio of approximately 9 to 1, Bishop’s is known for academic, artistic, and athletic excellence while celebrating character development, diversity, inclusion, and belonging. Last year’s applicant pool drew from 72 zip codes and 168 middle and high schools throughout San Diego County and beyond. Fifty-one percent of the student population self-identify as students of color. Additionally, over $4 million in need-based grants is awarded annually.

Anticipated Annualized Base Compensation: $31.25/hr to $34.14/hr

Summary Description

The Campus Scheduler and Event Coordinator is responsible for coordinating and managing the utilization of campus facilities, including classrooms, meeting rooms, and event spaces. This role includes creating and maintaining schedules for administrative meetings, student organizations, and other campus events. The coordinator ensures efficient space allocation, minimizes conflicts, and adheres to the school’s policies and guidelines. Additionally, this position is responsible for all campus event registration, as well as collaborating with staff across departments to execute logistics for meetings and events, including budgeting, room assignments, catering, accommodations, technology needs, and invoice processing.

The individual in this role is a liaison between constituent group members and Bishop’s staff, gathering and disseminating meeting materials, preparing event spaces, supporting vendor access, ensuring safety and insurance compliance, providing attendee services, troubleshooting, and managing event wrap-up activities.

Essential Functions and Specific Duties:

• Receive and process scheduling requests from faculty, staff, student organizations, and community members.
• Use designated scheduling software to create and maintain a comprehensive campus calendar, assigning rooms and times to events while considering course conflicts, room capacity, and special requirements.
• Monitor and adjust schedules as needed, accommodating changes in courses, faculty availability, and event requirements. Collaborate with various campus groups to address scheduling conflicts and ensure smooth event coordination.
• Collaborate with internal departments to ensure event schedules and needs are accurately communicated to all relevant departments.
• Independently plan and implement in-person meetings and events, including overseeing event logistics, registration, AV, budgeting, set-up and takedown, guest welcoming, staffing, vendor management, and attendee/speaker coordination, as assigned.
• Independently manage virtual events using various platforms, including facilitating interactive features like breakout rooms, polls, and whiteboards.
• Represent Bishop’s at in-person and virtual events, ensuring smooth event operations.
• Manage relationships with event vendors, ensuring that access, safety, and insurance requirements are met.
• Provide excellent customer service by addressing attendee needs, troubleshooting issues, and ensuring a positive event experience.
• Other duties as assigned.

An Ideal Candidate Will Have:

• Bachelor’s degree required; advanced degree preferred.
• 3 years of relevant event or meeting planning experience; prior experience in a non-profit or academic environment is a plus.
• Strong understanding of event coordination, project management, and working with multiple stakeholders.
• Proficiency in managing virtual events across different platforms.
• Strong decision-making, problem-solving, and critical thinking skills.
• Exceptional written, oral, and interpersonal communication skills; ability to develop clear and concise documentation and correspondence.
• Demonstrates a strong commitment to superior customer service, consistently exceeding expectations and ensuring customer satisfaction.
• Skilled in maintaining efficient processes while thriving in dynamic, fast-paced environments, adapting quickly to changing demands.
• Must be available to work occasional evenings and weekends.

Core Competencies:

• Uphold the School’s Core Values.
• Demonstrate professionalism, tack and an unwavering positive attitude.
• Stay up to date on industry standards, trends, developments and legal updates.
• Make timely and ethical decisions both systematically and under pressure.
• Comply with School’s reporting policies and procedures.
• Maintain a clean, safe and organized work area.

Role Specific Competencies:

• Strong Verbal and Written Skills
• Creative and Innovative Thinking
• Teamwork and Collaboration
• Attention to Detail
• Relationship Building
• Strong Organizational Skills

Application Deadline

Applications will be reviewed on an ongoing basis until the position is filled. If interested, we encourage you to apply without delay.

Please do not contact the school directly.

EEO
The Bishop's School is an equal opportunity employer. We are a diverse community of professionals that broadly reflects the people of the San Diego area and the United States at large. We aim to align our hiring process with our mission and institutional goals. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion or religious practices, sex, gender identity or expression, sexual orientation, citizenship status, national origin, age, ability status, military status, unemployment status or any other category protected by applicable local, state, or federal laws. The Bishop's School takes affirmative action in support of its policy to employ and advance all qualified candidates.