Scheduling & Event Coordinator

Point Park University; Pittsburgh (Allegheny County); On-site; USD 40,000 - 60,000; Full time

Job summary

An established industry player is seeking a Scheduling and Event Coordinator to manage and execute various departmental and external events. This role is crucial for ensuring smooth operations and high-quality service delivery. The ideal candidate will have a Bachelor's degree and at least three years of experience in event management. Responsibilities include scheduling events, coordinating logistics, and providing exceptional customer service. If you thrive in a fast-paced environment and enjoy working with diverse teams, this opportunity is perfect for you.

Qualifications

• 3+ years of experience in event coordination or management.
• Strong organizational skills and ability to manage multiple tasks.

Responsibilities

• Coordinate and manage scheduling for various events.
• Provide administrative support and maintain event documentation.

Skills

Detail oriented

Customer service skills

Ability to work independently

Event scheduling

Technology mastery

Education

Bachelor's degree

Tools

Astra Scheduler

Content management system

Job description

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POSITION: Scheduling and Event Coordinator, Conference and Event Services

DEPARTMENT: Conference & Event Services Office

REPORT TO: Director, Conference & Event Services

WORK SCHEDULE: Fully on campus

Position Summary

The Conference & Event Services Scheduling and Event Coordinator will provide professional expertise and direction in the planning and execution of departmental and external events as well as other related functions. The coordinator will ensure accurate and timely event scheduling, online event registrations, and digital signage coordination. The Scheduling and Event Coordinator will maintain the highest level of professional standards in keeping with the University's mission and values.

Requirements

• Bachelor's degree
• A minimum of three years' professional related work experience
• Ability to master technology quickly
• Ability to follow directives and work independently a swell as in a team
• Ability to work well in a fast-paced environment under deadline pressure
• Willingness and ability to work irregular hours including some evenings, weekends, and holidays
• Be on call as needed
  
  

Qualifications

• Detail oriented
• Follow established policies and procedures for the scheduling of conferences and events
• Establish and maintain cooperative working relationships with coworkers, vendors, municipal offices, service contractors and the public
• Demonstrate excellent customer service skills
• Ability to address complex issues utilizing a clear, thoughtful manner to come to a resolution quickly without jeopardizing the event or relationships with people involved
  
  

Duties

• Receive, schedule, and confirm customer requests through Astra Scheduler
• Update the Astra scheduling system as necessary
• Provide office administrative support when This includes, but not limited to:
• Generating all departmental reports weekly, biweekly and monthly
• Assist with maintaining the department content management system for the University Web Page
• Report any maintenance items through the work ticket system
• Maintain the front office and ensure the office is adequately supplied with materials (paper, supplies, letterhead, etc)
• Take meeting minutes as needed in CES Team meetings
• Provide coverage as needed for Guest Services, including lunch, vacation, holiday and/or weekend coverage
• Coordinate with departments/student services to obtain event information in a timely manner
• Generate event summaries, room diagrams, agendas and timelines using department templates
• Ensure all event documents are submitted accurately and timely according to department standards and guidelines
• Offer creative ideas and suggestions to customers with special event requests.
• Coordinate meetings and act as a liaison between internal/external customers and other service departments
• Oversee event set-up and day of activities to ensure successful event execution
• Anticipate the needs of each event/project and ensure completion on schedule as assigned
• Attend weekly meetings as scheduled
• Receive External Event Requests, gather initial details and prepare report in coordination with the CES Director.
• Coordinate web-based content management digital displays
• Copy, edit, and proofread digital signage content to ensure all content meets the established brand and University standards and is consistent with other event data and the University calendar
• Assist with event registration form creation and generating weekly reports.
• Assist supervisor with special projects, major university events (Convocation, Graduate Hooding, & Commencement), and other duties as assigned by Director
• Work in a front-line position with frequent interruptions and changes
• Report any maintenance items
• Maintain files for all events including pertinent information for future reference
• Monitors budget and expenditures for assigned events, verify invoices and collect funds from university and non-university sponsored events
• Ability to lift, carry, push, and pull up to 25pounds with or without accommodation
• Perform other duties as assigned by Director
  

Job Posted by ApplicantPro

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Management and Manufacturing

• Industries

  Higher Education

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