Department
CSL Student Centers: Reynolds Club
About the Department
Job Information
Job Summary:
Reporting to the Assistant Director, Event Management, the Scheduling Coordinator has primary responsibility for the intake and scheduling of events in Student Centers, as well as post-event administration. The Scheduling Coordinator schedules and approves space reservations, manages internal holds and building hours in the Event Management System (EMS), directs and supports student employees [CB1.1]who help process reservations for or support events within. The Scheduling Coordinator manages all invoicing and revenue collections. Additionally, the Scheduling Coordinator executes a variety of administrative tasks, including communication with vendors, clients and campus partners, as well as utilizing EMS for data entry, extraction and management. Administrative activities and special projects which support the Student Centers team may be assigned.
Responsibilities:
- Event Scheduling and Client Services: Manage event intake and scheduling events in Student Centers event spaces, using the Event Management System (EMS) platform or other event software. Creates room diagrams for events via Social Tables.
- Work closely with Center for Leadership and Involvement (CLI) to coordinate Registered Student Organization (RSO) events. Often participating in RSO training.
- Identify and coordinate basic client service needs, including clarification and training for clients on event policies and procedures, event walkthroughs, and access and rental of venue inventory or third-party rentals.
- Input internal holds, blocks, and building hours for Student Centers event spaces.
- Provides direction and support to student employees working in the office or on related events.
- Process, input, and confirm reservations for the quarterly room lottery process.
- Fiscal Administration: Manage post-event invoicing and billing of all clients.
- Manage department software subscriptions.
- Ensure that all payables are processed in partnership with the Student Centers Financial Management team.
- Manage revenue deposits and ledger reconciliation in accordance with of policies and procedures of the University.
- Administrative: Provide high-level administrative support for a fast-paced, constantly evolving and service-oriented office.
- Serve as the front-facing employee of the department and directing operations and events inquiries to the right team member.
- Work with the Assistant Director, Events Management and other Student Centers leadership in defining annual objectives.
- Plan and propose new approaches to facilities space usage and management and help plan the annual calendar of signature events.
- Student employee task delegation/management.
- Other tasks as assigned.
Competencies:
Demonstrate University Stewardship & Serve as a Brand Ambassador.
Exhibit Business Acumen Organizational Astuteness.
Communicate Effectively & With Influence.
Ensure Decision Quality, Accountability & Drive Results.
Display Emotional Intelligence.
Additional Responsibilities
Education, Experience, or Certifications:
Education:
- High School Diploma or GED equivalent required.
Experience:
- A minimum of one year of experience in higher education, in another non-profit setting or in an administrative position required.
Technical Knowledge or Skills:
- Demonstrated skill and knowledge of, or ability to learn quickly the internal workings of the University as well as technology tools including MS Excel, MS Word, MS Outlook, MS Teams, Box, EMS, and Social Tables.
- Demonstrated organizational skills required.
- Ability to communicate clearly, both verbally and in writing.
- Ability to work independently with a high degree of initiative.
- Must be detail-oriented, be able to work on and prioritize multiple projects, and work under pressure and meet deadlines.
- A commitment to quality and to providing the team with the most valuable service possible required.
- Ability to exercise sound judgment and solve problems required.
- Must be able to identify communication goals in the framework of overall marketing and public relations goals and develop clear, focused communications strategy to meet those goals; experience with staff management and budget planning.
- Preferred: EMS knowledge is preferred.
Working Conditions:
- Work Schedule: Monday-Friday 8:30am-5:00pm
- Occasional required overtime to allow for participation and coverage of evening, weekend , and annual signature events.
Pay Range:
- $22.17 - $32.47 hourly
Required Documents:
- Resume
- Cover Letter
The University of Chicago uses AI-assisted tools to streamline and augment some recruitment processes; however, AI is not used to make hiring decisions.
When applying, the document(s) MUST be uploaded via the My Experience page, in the section titled Application Documents of the application.
Benefit Eligibility
The University of Chicago offers a wide range of benefits programs and resources for eligible employees, including health, retirement, and paid time off.
Pay Rate Type
Pay Range
The included pay rate or range represents the University’s good faith estimate of the possible compensation offer for this role at the time of posting.
Scheduled Weekly Hours
Union
Job is Exempt
Drug Test Required
Health Screen Required
Motor Vehicle Record Inquiry Required
Posting Date
Posting Statement
The University of Chicago is an equal opportunity employer and does not discriminate on the basis of race, color, religion, sex, sexual orientation, gender, gender identity, or expression, national or ethnic origin, shared ancestry, age, status as an individual with a disability, military or veteran status, genetic information, or other protected classes under the law. For additional information please see the University's Notice of Nondiscrimination.
Job seekers in need of a reasonable accommodation to complete the application process should call 773-702-5800 or submit a request via Applicant Inquiry Form.
All offers of employment are contingent upon a background check that includes a review of conviction history. A conviction does not automatically preclude University employment. Rather, the University considers conviction information on a case-by-case basis and assesses the nature of the offense, the circumstances surrounding it, the proximity in time of the conviction, and its relevance to the position.
The University of Chicago's Annual Security & Fire Safety Report (Report) provides information about University offices and programs that provide safety support, crime and fire statistics, emergency response and communications plans, and other policies and information. The Report can be accessed online at: http://securityreport.uchicago.edu. Paper copies of the Report are available, upon request, from the University of Chicago Police Department, 850 E. 61st Street, Chicago, IL 60637.
Skills Required
- High School Diploma or GED equivalent
- Minimum one year of experience in higher education, non-profit, or an administrative position
- Demonstrated organizational skills
- Ability to communicate clearly, both verbally and in writing
- Ability to work independently with a high degree of initiative
- Detail-oriented; ability to prioritize multiple projects and meet deadlines
- Commitment to quality and providing the team with valuable service
- Ability to exercise sound judgment and solve problems
- Experience with staff management and budget planning
- Proficiency with MS Excel, MS Word, MS Outlook, MS Teams, Box, and Social Tables
- Knowledge of EMS (Event Management System)
What We Do
The University of Chicago is an urban research university that has driven new ways of thinking since 1890. Our commitment to rigorous inquiry and intellectual freedom draws pathbreaking scholars to our global campuses, where field-defining ideas are born that challenge and change the world. The University of Chicago has its main campus on Chicago's South Side and seven international campuses and centers throughout the world. Students can choose from 53 majors and 47 minors in the undergraduate College, with four divisions and seven professional schools for graduate study.
