Events Scheduler

UR University of Richmond; United States; On-site; USD 25,000 - 33,000; Part time

Job summary

University of Richmond is seeking an Events Scheduler to manage reservations for campus spaces, resources, and services. The role supports the events staff administratively, logistically, and operationally in a fast-paced campus environment.

You will handle scheduling conflicts, educate clients on policies, coordinate resources for high-quality events, and assist with events like commencements and family weekends. Strong customer service, teamwork, and organizational skills are essential.

Qualifications

• High school diploma or GED required.
• 2+ years in direct customer service or an office setting required.
• Experience in the events industry and higher education environment preferred.

Responsibilities

• Process reservation requests for university space, resources, and equipment.
• Analyze logistical criteria to resolve conflicts and inform departments.
• Educate clients about university policies and requirements.
• Plan resources for events including catering, multimedia, and parking.

Skills

Customer service

Communication

Problem solving

Teamwork

Organizational skills

Adaptability

Education

High school diploma or GED

Tools

Microsoft Office Suite

Event scheduling software

Job description

POSITION SUMMARY

The Events Scheduler is responsible for event scheduling for comprehensive and routine events on campus. Utilizes event scheduling software to reserve campus space and resources for on-campus clients. As a part of the Events team, the scheduler provides support administratively, logistically, and operationally to the events staff, as required.

JOB DUTIES/RESPONSIBILITIES

Event Scheduling: (70%)

• Processes reservation requests for the use of university space, resources, and equipment.
• Analyzes relevant logistical criteria to resolve conflicting space and resource requests. Communicates to all departments involved.
• Educates clients about university policies and requirements.
• Provides direction to clients for planning and identifying resources for high-quality events and functions, including but not limited to catering, multimedia, and parking.
• Monitors food service/alcohol exemptions in the reservation system, requests for services and updates reservations as needed with outside vendor information.
• Serves as a liaison with other departments on basic administrative and/or operational matters, as necessary.

Administrative Support: (30%)

• Performs a variety of office duties to support the smooth and efficient operation of the Events Office, including monitoring email inboxes and paperwork.
• Assists in general office duties as needed or assigned; greets and directs visitors; resolves routine administrative problems and answers inquiries regarding activities and operations; accepts, screens, and routes telephone calls; maintains a log of inquiries.
• Assists the Events team as assigned including, but not limited to, events such as commencement, orientation, and family weekends.

WORKING CONDITIONS/PHYSICAL EFFORT

Work is normally performed in a typical office environment, with long periods of sitting and working at a computer. Must be able to lift 15 pounds. Work requires occasional nights and some weekends, including commencement and special university events.

QUALIFICATIONS

• Ability to deliver excellent customer service, performing efficiently and courteously in a fast-paced environment.
• Ability to adapt quickly and accurately to changing situations.
• Ability to work cooperatively as part of a team.
• Ability to maintain confidentiality.
• Skilled in working with diverse groups of people, handling all interpersonal situations with tact and diplomacy.
• Skilled in problem-solving and public relations.
• Excellent organizational skills; strong verbal and written communication skills.
• General knowledge of event planning procedures and processes.
• General knowledge of Microsoft Office Suite and event scheduling software; ability to learn new software.

EDUCATION & EXPERIENCE

• High school diploma or GED required
• 2+ years’ experience in direct customer service or an office setting required
• Experience in the events industry preferred
• Experience in higher education environment preferred

WORK SCHEDULE

Part-time; non-exempt position 9-month position Schedule will vary

SALARY STRUCTURE

Pay Grade 4 ($18.34 to $24.30 per hour)

Located just minutes from downtown Richmond, Virginia, the University of Richmond blends the intimacy of a small college with exceptional academic, research, and cultural opportunities usually found only at large institutions. The mission of the University of Richmond is to educate in an academically challenging, intellectually vibrant, and collaborative community dedicated to the holistic development of students and the production of scholarly and creative work. A Richmond education prepares students for lives of purpose, thoughtful inquiry, and responsible leadership in a diverse world. Our strategic priorities are academic excellence, belonging and community, access and affordability, well-being, and experiential learning and community engagement. These priorities, coupled with strong benefits, makes the University of Richmond an employer of choice in the Richmond area. UR is a private, highly selective, liberal arts university with a welcoming spirit that prizes diversity of experience and thought. With more than 60 undergraduate majors and an average undergraduate class size of 15 students, the University provides a collaborative learning and research environment unlike any other in higher education, offering students an extraordinary combination of the liberal arts with law, business, leadership studies, and continuing education. The University of Richmond ranks number 30 among the nation’s best liberal arts colleges by US News and World Report, one of many accolades that showcases Richmond as a premiere place to grow professionally and personally.