Institutional Scheduling Coordinator

Description

About Denver Botanic Gardens: Green inside and out, Denver Botanic Gardens was founded in 1951 and is considered one of the top botanical gardens in the United States and a pioneer in water conservation. Accredited by the American Alliance of Museums, The Gardens has a robust living plant collection, natural history collection and art collection along with temporary art exhibitions. The Gardens is a dynamic, 24-acre urban oasis in the heart of the city, offering unforgettable opportunities to flourish with unique garden experiences for the whole family – as well as world-class exhibitions, education, and plant conservation research programs.

For more information, visit us online at www.botanicgardens.org.

Position Summary

Denver Botanic Gardens is currently seeking a Full Time Institutional Scheduling Coordinator in our Events Department! Read below to see if the requirements might be a good fit for you:

The Institutional Scheduling Coordinator manages the efficient and effective scheduling of rooms, spaces, and gardens to support internal workflows in a fast-paced and collaborative environment. This role oversees all reservation requests through the institutional scheduling system, reviews and resolves calendar conflicts, and ensures adherence to scheduling guidelines. The coordinator facilitates a weekly interdepartmental meeting to review event details, address logistical needs, and maintain clear communication across departments. Additionally, this position fosters strong relationships with colleagues, provides outstanding customer service, and plays a key role in ensuring maximum and efficient space utilization.

Requirements

General Duties and Responsibilities

• Oversees the efficient organization and maintenance of Denver Botanic Gardens’ institutional calendar, ensuring accurate entry and management of all internal reservations through the EMS scheduling software.
• Reviews internal reservation requests in EMS, ensuring alignment with institutional scheduling guidelines and organizational priorities.
• Leads weekly institutional calendar meetings to review upcoming events, projects, and schedules, fostering clear communication and collaboration among departments.
• Identifies and resolves calendar conflicts, working closely with departments to negotiate solutions that best meet organizational needs.
• Facilitates the coordination and scheduling of department programming calendars for the upcoming year, ensuring alignment with institutional goals and priorities.
• Generate scheduling reports for departments on a regular basis for interdepartmental and institutional planning.
• Regularly reviews and updates the EMS calendar to ensure completeness and accuracy of entries, including necessary notes.
• Prepares and runs reports from EMS for institutional review.
• Serves as the primary contact to review all internal reservation inquiries, providing detailed information on space availability and offering recommendations to optimize scheduling.
• Updates and maintains institutional scheduling guidelines to ensure they reflect current practices and organizational needs.
• Provides exceptional customer service to staff, volunteers, and visitors through clear, professional communication in all interactions, whether in-person, written, verbal, or electronic.
• Upholds all department and organizational policies and procedures to ensure consistency and compliance.
• Regular attendance at the worksite is required.
• All Gardens employees must be committed to the mission of connecting people with plants, especially plants from the Rocky Mountain region and similar regions around the world, providing delight and enlightenment to everyone.
  
  

Position Qualifications: Knowledge, Skills and Abilities

• Knowledge in Accruent EMS software strongly preferred.
• Advanced skillset for use of Microsoft Suite products, specifically Word, Excel, Outlook and Teams.
• Ability to learn complex software systems quickly, thoroughly, and swiftly is required.
• Must be a self-motivated team player with the ability to meet deadlines and approach projects proactively.
• Must be able to maintain confidentiality of information.
• Must be detail oriented and flexible.
• Must be comfortable working in an open office environment.
• Must have proven excellent customer service, interpersonal, and communication skills.
• Ability to be flexible and willing to modify plans, when necessary, throughout the day.
• Must always be a positive representative of the Gardens both internally and externally.
• Must always work with respect and cooperation with fellow employees and the public.
• Must be committed to always working safely.
  
  

Experience/Education

• High school diploma / GED and/or combination of education and equivalent experience is required.
• Minimum of 3 years of experience in office administration.
  
  

Denver Botanic Gardens has an incredible benefits package for eligible employees!

Our major benefits include a choice of Medical Plans, a Dental and Vision Plan and Life Insurance Plan. We have a Flexible Spending Account (FSA) and a Healthcare Spending Account (HSA).

The Gardens offers a generous Retirement Savings Plan with Company contribution of 6% after one year of service for eligible participants.

The Gardens also offers paid holidays, vacation, sick time, and access to personal lines of insurance. Additional benefits include short-term and long-term disability coverage, an Employee Assistance Program (EAP) and an RTD ECO pass.

For eligible employees, The Gardens employment also includes a complimentary Denver Botanic Gardens Membership, access to Gardens education classes and summer concert tickets.

Come work for a place that offers you SO much more than just a paycheck!