Scheduling & Events Coordinator

Liberty University; Lynchburg (VA); In loco; USD 18.000 - 23.000; Tempo pieno

Vantaggi offerti da questo lavoro

Health insurance

Tuition assistance

Retirement plans

Descrizione del lavoro

Liberty University in Lynchburg, VA is seeking a Scheduling and Events Coordinator to manage scheduling across University Events and Campus Recreation facilities. You will supervise front desk operations, oversee Club Sports events, and support daily administrative functions at LaHaye Ice Center and related areas.

The role requires coordinating with internal departments, communicating with facility users, and leading staff to deliver high-quality events.

Competenze

• Bachelor’s degree in Sports Management, Business Administration, Event Management, or related field.
• 0-2 years of experience in facility scheduling, event management, operations, or related field.
• Strong organizational and time management skills with the ability to manage multiple schedules and priorities.
• Proficiency in scheduling systems (e.g., 25Live), workforce management platforms (e.g., Workday, SubItUp), and Microsoft Office Suite.
• Excellent written and verbal communication skills with commitment to professional communication.
• Demonstrated leadership and supervisory experience with students or staff.
• Strong customer service orientation and problem resolution skills.

Mansioni

• Schedule and coordinate facility usage for University Events and Campus Recreation facilities.
• Oversee Workday Absence Approver duties and timesheet accuracy; manage staff scheduling via SubItUp.
• Supervise Customer Service staff and ensure high professional front desk operations.
• Coordinate Club Sports and LaHaye Ice Center events; manage logistics, venue prep, equipment, and staffing.
• Collaborate with internal departments and external partners to ensure event success.
• Maintain accurate staff records and ensure compliance with Liberty University policies.

Conoscenze

Scheduling coordination

Customer service

Leadership

Communication

Problem solving

Formazione

Bachelor’s degree in Sports Management/Business Administration/Event Management

Strumenti

25Live

Workday

SubItUp

Microsoft Office

Descrizione del lavoro

Aid in the implementation of departmental directives within area ofresponsibility.

JOB SUMMARY

The Scheduling and Events Coordinator is responsible for managingevent scheduling across University Events and Campus Recreationfacilities, overseeing front-line customer service operations,supervising Club Sports events, and supporting daily administrativefunctions within the LaHaye Ice Center and Club Sports areas. Thisposition ensures efficient coordination of facility usage,maintains accurate scheduling systems, and provides leadership andmanagement to customer service staff and event personnel to delivera high standard of service and successful event execution.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Schedule & Facility Coordination

• Serve as the primary scheduler for all University Event and Campus Rec facilities
• Coordinate, manage, and update facility schedules in 25Live andrelated scheduling documents.
• Ensure timely, accurate, and professional communication withinternal and external facility users

Workday & Time Management

• Serve as the Workday and Absence Approver for assignedstaff
• Oversee the monitoring of employee attendance, review and approvetime-off requests, and ensure timesheet accuracy.
• Oversee the managing of staff scheduling through SubItUp,ensuring proper coverage and effective communication of schedulechanges.

Customer Service & Front Desk Operations

• Oversee the supervision of the Customer Service Staff, includingtraining, scheduling, and daily support.
• Maintain a high standard of professionalism and customer servicein all front desk operations.
• Oversee day-to-day customer interactions, ensuring prompt andeffective response to questions, concerns, and facilityneeds.

Event Management

• Coordinate and manage Club Sports and LaHaye Ice Centerevents.
• Oversee all event logistics, including scheduling, venuepreparation, equipment, and operational needs.
• Supervise and coordinate event staff to ensure efficientoperations and a high-quality guest experience.
• Collaborate with internal departments and external partners tosupport successful event execution.
• Monitor event operations and resolve logistical issues to ensureevents run smoothly and safely.

Administrative Duties

• Oversee incoming mail and package distribution for the LaHaye IceCenter, ensuring timely delivery to appropriate staff.
• Maintain accurate staff records and assist with onboarding andtraining documents
• Strictly adheres to Liberty University policies, representing theUniversity in an exemplary manner.
• Works effectively as a team member, embracing and fostering LU’sChristian model and Mission – Training Champions for Christ.
• Other duties as assigned.

SUPERVISORY RESPONSIBILITIES

Directly supervises Graduate Assistants and Customer ServiceStudent Workers

Provides training, scheduling, and daily oversight to ensureeffective operations

• Total supervision includes:
• o 1 Graduate Assistant
• o 16 Student Workers

QUALIFICATIONS AND CREDENTIALS

Education and Experience

Minimum Qualifications

• Bachelor’s degree in Sports Management, Business Administration,Event Management, or a related field.
• 0-2 years of experience in facility scheduling, event management,operations, or a related field.
• Strong organizational and time management skills, with theability to manage multiple schedules and prioritiessimultaneously.
• Proficiency in scheduling systems (e.g., 25Live), workforcemanagement platforms (e.g., Workday, SubItUp), and Microsoft OfficeSuite.
• Excellent written and verbal communication skills, with acommitment to professional and timely communication.
• Demonstrated leadership and supervisory experience, includingmanaging student workers or support staff.
• Strong customer service orientation with the ability to resolveissues effectively and professionally.

Preferred Qualifications

• Master’s degree in Sports Management, Higher Education, BusinessAdministration, or a related field.
• Experience working in collegiate athletics, campus recreation, orice rink/facility operations.
• Familiarity with Liberty University systems and processes (e.g.,25Live, Workday).
• Experience coordinating large-scale events or managinghigh-traffic athletic facilities.

ABILITIES AND COMPETENCIES ESSENTIAL TO THE FUNCTION OF THEJOB

Communication and Comprehension

• Ability to effectively communicate both verbally and in writingto convey clear, well-articulated information.
• Ability to understand, speak, and write English to conveymessages and correspond in an articulate and professionalmanner.
• Possess public communication skills that allow professionalrepresentation of Liberty University.
• Demonstrates strong interpersonal skills and the ability to buildand maintain positive working relationships with internal andexternal stakeholders.
• Ability to clearly communicate scheduling changes, policies, andexpectations to diverse audiences (staff, students, coaches,external clients).
• Strong organizational skills with the ability to manage multiplepriorities and deadlines simultaneously.
• Proficient computer skills, including scheduling software (e.g.,25Live), Microsoft Office Suite, and other event managementplatforms.
• Ability to maintain accurate records and documentation with ahigh level of attention to detail.

Problem Solving

• Intuitively able to reason, analyze information and events, andapply sound judgment to solve both routine and complexproblems.
• Ability to anticipate scheduling conflicts and proactivelyimplement solutions.
• Demonstrates flexibility and adaptability in a fast-paced,event-driven environment.
• Ability to assess facility usage needs and make strategicrecommendations to maximize efficiency and resourceutilization.
• Capable of handling unexpected issues (e.g., weather disruptions,facility conflicts, staffing shortages) in a calm and professionalmanner.

Physical and Sensory Abilities

• Required to travel throughout Liberty University’s campus and theLynchburg, VA area.
• Required to sit for extended periods to perform deskwork oroperate a computer.
• Regularly required to hear and speak to effectively communicatein person and via phone.
• Regularly required to stand, walk, and climb stairs to navigatecampus facilities.
• Ability to handle materials, reach overhead, kneel, or stoop tosupport facility operations.
• Regularly lift and/or move up to 50 pounds.
• Ability to work in a variety of environments, including indooroffices, athletic facilities, and outdoor event spaces.

Additional Competencies

• Strong attention to detail and accuracy in scheduling and eventcoordination.
• Ability to maintain confidentiality and handle sensitiveinformation with discretion.
• Demonstrates servant leadership mindset aligned with LibertyUniversity’s mission and values.
• Ability to supervise, train, and evaluate staff, includingstudent workers and graduate assistants.
• Strong time management skills with the ability to prioritizetasks effectively.
• Commitment to customer service excellence and creating a positiveexperience for all facility users.
• Ability to work evenings, weekends, and holidays as required byevent schedules.

WORKING CONDITIONS

Work Environment

The working environment in which one will typically perform theessential functions of this position is primarily aclimate-controlled office setting. The environment is well-lit, andthe noise level is generally moderate. This position also requiresregular work outside of the office environment to support facilityoperations and event management. Responsibilities may includeoversight and facilitation of indoor and outdoor events acrosscampus. Outdoor work may occur in varying weather conditions,including heat, cold, rain, or inclement weather, and may requireextended periods of standing, walking, or active engagement.

The role may involve moderate physical activity during events,including setup, breakdown, and operational support, which can varyin intensity depending on event size and scope. Occasional exposureto loud environments, such as athletic events or large gatherings,should be expected. The position requires a flexible schedule,including frequent evenings, weekends, and holidays, with extendedhours during peak seasons, special events, or high-demandscheduling periods. While the role does not typically involvehazardous conditions, there is a potential for limited exposure tominor risks associated with facility operations and eventenvironments, such as moving equipment, slippery surfaces, orcrowded venues. Appropriate safety practices and awareness arealways required.

Driving Requirements

This position requires regular travel in the performance of dutiesand responsibilities. The use of a personal vehicle and/or LibertyUniversity vehicles may be required to support scheduling,facilities operations, and event management across campus andwithin the Lynchburg, VA area.

Proof of a valid driver’s license, an acceptable DMV drivingrecord, Liberty University Driving Approval, and current liabilityinsurance is required when operating any vehicle in the performanceof job duties. The Scheduling & Events Coordinator is requiredto obtain and maintain Liberty University certification to operateUniversity vehicles, including a 25-foot box truck, minibus, andpick-up truck, to assist with the transport of equipment, eventsetup and breakdown, and coordination of facilities operations.Driving responsibilities will occur on a frequent basis and mayinclude transporting personnel, equipment, and event materialsunder varying time constraints. Occasional extended or non-standardhours (evenings, weekends, and holidays) may be required to meetoperational and event-related needs. All driving must be conducted in accordance with Liberty University policies and applicable stateand federal regulations.

Time Type

Full time

Location

Onsite

Pay Range

Compensation is determined based on factors such as qualifications,experience, education, skills, and certifications, along withUniversity needs and external market conditions. Market benchmarksmay be used, as appropriate, in combination with internal equity toensure pay is fair and aligned with the broader compensationstructure.

The position may also be eligible for comprehensivebenefits , including health insurance, retirement plans, andtuition assistance.

$18.27 - $21.63

The University is an Equal Opportunity Employer. We believe itis our moral and legal obligation to meet the responsibility offensuring that all management practices regarding employees areconducted in a nondiscriminatory manner. In compliance with TitleVII of the 1964 Civil Rights Act, and other applicable federal andstate statutes, all recruiting, hiring, training, and promotingforall job classifications will be administered without regard torace, color, ancestry, age, sex, national origin, pregnancy orchildbirth, disability, military veteran status or other applicablestatus protected by law, including state of employment protectedclasses. It is, therefore, our policy and intention to evaluate allemployees and prospective employees strictly according to therequirements of the job. All personnel related activities such ascompensation, benefits, transfers, job classification, assignments,working conditions, educational assistance, terminations, layoffs,and return from layoffs, and all other terms, conditions andprivileges of employment will be administered without regard torace, color, ancestry, age, sex, national origin, pregnancy orchildbirth, disability, military veteran status or other applicablestatus protected by law, including all applicable state ofemployment protected classes. The University is a Christianreligious-affiliated organization; and as such, is not subject toreligious discrimination requirements. The University’s hiringpractices and EEO discrimination practices are in full compliancewith both federal and state law. Federal law creates an exceptionto the “religion” component of the employment discrimination lawsfor religious organizations (including educational institutions),and permits them to give employment practice preference to membersof their own religious beliefs.