Scheduling and Operations Coordinator

Syracuse University; City of Syracuse (NY); Hybrid; USD 27,000 - 39,000; Full time

Job summary

Syracuse University in Syracuse, NY is seeking a Scheduling & Operations Coordinator to support Student Engagement. The role oversees 25Live, coordinates campus-wide events, and helps supervise student staff during shifts.

You will partner with the Associate Director of Operations to manage space allocation, calendars, and event logistics, ensuring seamless execution and excellent customer service for diverse student programs.

Qualifications

• Bachelor’s degree from accredited institution required.
• Two years’ related experience required, including staff supervision and facilitation of events. Three (3) years’ related experience preferred.
• A demonstrated commitment to fostering diversity, equity, and inclusion in the workplace.

Responsibilities

• Oversee scheduling process campus-wide and serve as the department’s subject‑matter expert on the 25Live scheduling system.
• Co‑manage University‑wide events and initiatives and coordinate the execution of large‑scale academic and administrative events.
• Assist in management of the fall and spring space allocation processes, including the Syracuse University Welcome allocation, and maintain the Student Engagement Calendar.
• Schedule recurring Calendar Meetings with campus partners, preparing the agenda and supporting materials, to align stakeholders and ensure smooth event execution.
• Mentor student supervisors and peer leaders within the department, and foster a collaborative, respectful work environment.

Skills

Interpersonal communication

Confidential information handling

Customer service

Attention to detail

Problem solving

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Multitasking

Education

Bachelor’s degree

Tools

25Live

Job description

Syracuse University is committed to delivering an exceptional student experience through vibrant, engaged campus communities. This position is based at the above campus location and requires regular in‑person presence to support our students, collaborate with colleagues, and contribute to our thriving academic environment. Syracuse University values the collaboration, mentorship, and spontaneous connections that happen when our community works together on campus. Remote work arrangements are limited in accordance with University policy.

Pay Range

Pay Range $19.38 - $28.37

Pay rates at Syracuse University are based on a combination of factors including, but not limited to, the job responsibilities; the candidate’s education, training, work experience and key competencies; the university’s strategic priorities; internal peer equity; applicable federal, state, local laws, grant funding and contractual requisites; and external market analyses.

Staff Level S4

FLSA Status

FLSA Status Non‑exempt

Hours

The standard hours for this role are Tuesday‑Saturday 12:00pm-8:30pm during the academic year, and standard University hours over the summer. Standard University business hours
8:30am - 5:00pm (academic year)
8:00am - 4:30pm (summer)

Hours may vary based on operational needs.

Job Type

Job Type Full‑time

Unionized Position Code Not Applicable

Job Description

The Scheduling & Operations Coordinator is a key member of the leadership team within Student Engagement.
Comprised of four functional units (Student Involvement and Leadership Development, Event and Technical Services, Greek Life, and Operations), Student Engagement serves the Syracuse University community as a resource and information network supporting Schine and Goldstein Student Centers, recognized student organizations (RSOs), including Greek Life organizations, non‑academic events, and student development programs centered on leadership, connection, and community.
The Scheduling & Operations Coordinator administers 25Live, the University’s scheduling and web viewer platform, and assists in overseeing the day‑to‑day administrative operations of the Operations unit within Student Engagement. The role also supports the planning, execution, and assessment of events and programs held in university facilities. The Scheduling & Operations Coordinator helps co‑supervise student employees while on shift. The standard hours are Tuesday‑Saturday 12:00pm-8:30pm during the academic year, and are subject to adjustment as required to support facility coverage and event staffing needs.

Education and Experience

• Bachelor’s degree from accredited institution required.
• Two years’ related experience required, including staff supervision and facilitation of events. Three (3) years’ related experience preferred.
• A demonstrated commitment to fostering diversity, equity, and inclusion in the workplace.

Skills and Knowledge

• Experience working in a college/university environment, specifically in student activities, student union work, or similar.
• Excellent interpersonal communication skills and patience needed.
• Experience with handling high‑profile, sensitive information and the ability to maintain confidential information and ability to interact with difficult publics.
• Excellent customer service skills are essential. Must have a high‑level attention to detail and ability to manage multiple tasks simultaneously. Must be able to problem solve.
• Working knowledge/ability to work within Microsoft Word, Excel, and Microsoft PowerPoint and experience with 25Live or another comparable event scheduling system is preferred.

Responsibilities

Scheduling Operations and University Events Management:
Oversee scheduling process campus‑wide and serve as the department’s subject‑matter expert on the 25Live scheduling system. Co‑manage University‑wide events and initiatives and coordinate the execution of large‑scale academic and administrative events with the Associate Director of Operations. Assist in management of the fall and spring space allocation processes, including the Syracuse University Welcome allocation, and maintain the Student Engagement Calendar. Schedule recurring Calendar Meetings with campus partners, preparing the agenda and supporting materials, to align stakeholders and ensure smooth event execution. Partner with University departments to build a shared understanding of scheduling processes and room and building usage. Oversee the two weeks out process for Schine reservations, communicating needs with users, confirming diagrams and set‑ups. aaaaa
Supervision:
Directly supervise Schine Information Desk attendants. Assist with Co‑supervising all Student Engagement student staff when on duty. Assist with the full employment cycle for these staff hiring, training, professional development, recognition, performance evaluation, and corrective action, and address performance concerns promptly and constructively. Mentor student supervisors and peer leaders within the department, and foster a collaborative, respectful work environment where both student and professional staff feel valued and empowered.
Operational and Facility Support:
Serve as the Professional Staff point person for day‑to‑day operations of the Schine and Goldstein Student Centers, providing direct customer service and support for events and reservations. Back up student staff, and step in when student staff are unavailable, as the onsite contact responsible for ensuring all event needs are met, including real‑time coordination with Catering and Facilities, room set‑ups, and troubleshooting technical or logistical issues. While on duty, also serve as the Professional Staff point person for all Student Engagement student employees, supporting facility oversight, and student personnel scheduling.
Office Scheduling Operations Support:
Provide direction for office scheduling operations. Work with Operations team to provide detailed, accurate, and up‑to‑date information for Goldstein and Schine Student Centers Information Centers/Desks.
Other duties as assigned.

Physical Requirements

Not Applicable

Tools/Equipment

Not Applicable

About Syracuse University

Syracuse University is a private, international research university with distinctive academics, diversely unique offerings, and an undeniable spirit. Located in the geographic heart of New York State, with a global footprint, and over 150 years of history, Syracuse University offers a quintessential college experience.
The scope of Syracuse University is a testament to its strengths: a pioneering history dating back to 1870; a choice of more than 200 majors, 100 minors, and 200 advanced degree programs offered across the University’s 13 schools and colleges; over 15,000 undergraduates and over 6,000 graduate students; more than a quarter of a million alumni in 160 countries; and a student population from all 50 U.S. states and 123 countries. For more information, please visit http://www.syracuse.edu.

About the Syracuse area

Syracuse is a medium‑sized city situated in the geographic center of New York State approximately 250 miles northwest of New York City. The metro‑area population totals approximately 500,000. The area offers a low cost of living and provides many social, cultural, and recreational options, including parks, museums, festivals, professional regional theater, and premier shopping venues. Syracuse and Central New York present a wide range of seasonal recreation and attractions ranging from water skiing and snow skiing, hiking in the Adirondacks, touring the historic sites, visiting wineries along the Finger Lakes, and biking on trails along the Erie Canal.

EEO Statement

Syracuse University is an equal‑opportunity institution. The University prohibits discrimination and harassment based on race, color, creed, religion, sex, gender, national origin, citizenship, ethnicity, marital status, age, disability, sexual orientation, gender identity and gender expression, veteran status, or any other status protected by applicable law to the extent prohibited by law. This nondiscrimination policy covers admissions, employment, and access to and treatment in University programs, services and activities.

Commitment to Supporting and Hiring Veterans

Syracuse University has a long history of engaging veterans and the military‑connected community through its educational programs, community outreach, and employment programs. After World War II, Syracuse University welcomed more than 10 000 returning veterans to our campus, and those veterans literally transformed Syracuse University into the national research institution it is today. The University’s contemporary commitment to veterans builds on this historical legacy, and extends to both class‑leading initiatives focused on making an SU degree accessible and affordable to the post‑9/11 generation of veterans, and also programs designed to position Syracuse University as the employer of choice for military veterans, members of the Guard and Reserve, and military family members.

Commitment to a Respectful and Welcoming Community

Syracuse University fosters a welcoming learning environment where students, faculty, administrators, staff, curriculum, social activities, governance, and all aspects of campus life reflect a broad range of perspectives and experiences. The University community values the many similarities and differences among individuals and groups. At Syracuse, we are committed to preparing students to engage with and appreciate the richness of backgrounds, beliefs, and experiences that shape our society. To achieve this, we strive to cultivate a community that respects and encourages open dialogue, understanding, and mutual respect.