Scheduling Coordinator

St. John's College; Santa Fe (NM); On-site; USD 38,000 - 46,000; Full time

Job summary

St. John's College in Santa Fe, NM seeks an experienced administrative coordinator to manage campus room scheduling and event support. You will coordinate room use, communicate schedules, and provide essential support to the Registrar's Office and student employees.

Responsibilities include processing room requests, resolving conflicts, training student staff, and aiding in Convocation and Commencement events. Strong organizational and interpersonal skills are required.

Qualifications

• Four to five years of experience in a customer service-related field required.
• Experience with scheduling and events management in a professional or college environment preferred.
• Demonstrated ability to work with Microsoft Office software.

Responsibilities

• Coordinate and schedule campus meeting spaces and resources.
• Communicate schedules and conflicts to stakeholders via email or phone.
• Provide administrative support to Registrar's Office and assist with registrar events.

Skills

Customer service

Scheduling and events

MS Office

Organizational skills

Diplomacy

Education

Associate's degree in a relevant field

Bachelor's degree preferred

Tools

Scheduling database program

Word processing

Spreadsheets

Database software

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Santa Fe, NM, US

DUTIES

Helps coordinate and schedule the use of all rooms and resources on campus. Works with other departments to determine space needs and identify appropriate room set-ups for special and regular events and classes. Communicates all weekly set-up schedules to Buildings and Grounds. Provides administrative support to Registrar and Assistant Registrar and general oversight of Registrar student employee(s).

ESSENTIAL FUNCTIONS & RESPONSIBILITIES:

• Receive, print, research, and enter all meeting space requests into scheduling database program including academic room schedules. Communicates information regarding conflicts and confirmations through email or by phone with the requesting party. Advises constituents (faculty, staff, & students) on best practices regarding scheduling and set-ups. Prints weekly set-up schedule for Buildings & Grounds staff. Manages weekly review meeting of set-up schedule with Buildings & Grounds supervisor and staff to ensure timely and accurate set-ups for events. Oversees weekly printing and posting of class and meeting room schedules. Audits and checks for room scheduling conflicts.
• Provides administrative support to Registrar's Office to include processing unofficial and official transcripts, education verifications (phone, electronic, and paper), creation of letters of residency, degree, and enrollment verification, filing, document scanning, and student file audits at the end of the academic year. Train, guide and develop student employee(s). Assistant floor manager for Registrar-related events such as Convocation and Commencement.
• Performs other duties as needed or assigned.

PERFORMANCE MEASUREMENTS:

• To provide timely, accurate, professional work.
• To demonstrate professionalism and diplomacy in all interactions with constituents and colleagues.
• To uphold the integrity of the college.

KNOWLEDGE & SKILLS:

• Four to five years of experience in a customer service-related field required. Experience with scheduling and events management in a professional or college environment preferred. Demonstrated ability to work with Microsoft Office software.
• Associate's degree in a relevant field. Bachelor's degree preferred. Or a combination of education and experience in a relevant field.
• Courtesy, tact, and diplomacy are essential elements of the job. Work involves much personal contact with others inside and/or outside the college for purposes of giving or obtaining information, building relationships, or soliciting cooperation.
• Excellent organizational and editing skills; impeccable attention to and retention of minute details as well as ability to look at "big picture"; strong demonstrated familiarity with database, word-processing, and spreadsheet computer programs.
• Sitting, stooping, standing, walking.
• Primarily in an office setting with periods of sitting and computer work. At times walking campus grounds to determine event needs and accuracy of set ups.