Events & Facilities Scheduling Coordinator

Details

Posted: 21-Jan-25

Location: Champaign, Illinois

Type: Full Time

Salary: $52,000-$53,000

Categories

Facility Management

Other

Salary Details:

Appointment Information: This is a 100% full-time Civil Service 5002 - Program Coordinator position, appointed on a 12-month basis. The expected start date is as soon as possible after 3/2/2025. Sponsorship for work authorization is not available for this position. For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx. The University of Illinois offers a very competitive benefits portfolio, depending on the position. Click for a complete list of Employee Benefits - https://www.hr.uillinois.edu/benefits

Required Education

4 Year Degree

Job Summary

Serve as a member of the Events & Facilities Scheduling management team, directing key aspects of operations, including program development, policies & procedures, informal recreation, facility scheduling & rentals, billing, and marketing. Responsible for supervision of events & facilities scheduling, including the supervision of event management part-time staff. Work closely with the Assistant Director to create a cohesive and organized events & facilities scheduling program.

Major Duties & Responsibilities

Events & Facilities Scheduling Responsibilities: (60%)

• Hire, train, schedule, supervise, and evaluate all event staff including Program Assistants, Event Managers, and Event
  
  

Management Assistants.

• Determine staffing needs and hire qualified candidates based upon certifications, experience, skills, and
  
  

ability to contribute to the diverse needs of the University of Illinois and Campus Recreation.

• Evaluate personnel via random shift audits and observations from professional and leadership staff.
• Prioritize tasks and assign/delegate duties to part-time employees in all pre- and post-preparation
  
  

associated with events.

• Follow all Campus Recreation and University personnel policies.
• Utilize a student development focus in supervision practices.
• Assist in oversight of all aspects of facility and event reservations for Campus Recreation, including 500,000 square feet of
  
  

indoor space and 40 acres of outdoor playfields.

• In conjunction with supervisor, review and approve all reservation/event requests for both internal and external groups.
• Adhere to and provide feedback of priority reservations and departmental standards.
• Ensure groups follow department and University policies including but not limited to, Protection of Minors,
  
  

Insurance, and Approved Vendors.

• Coordinate and manage facility scheduling of informal operations including hours of operation, court availability,
  
  

multi-purpose space availability.

• In conjunction with the Competitive Sports & Community Programs Coordinator and Aquatics Coordinator, develop
  
  

scheduling for Campus Recreation club sports utilizing department spaces.

• Serve as liaison to Kinesiology department representative ensuring classes meet Campus Recreation guidelines,
  
  

communicate equipment storage capabilities, and arrange access for instructors.

• Research trends and make recommendations about the strategic direction of programs.
• Work with Assistant Director – Events & Facilities Scheduling to coordinate scheduling and staff for event
  
  

coverage, set-up, and teardown needs.

• Effectively communicate with Campus Recreation professional staff as it relates to facility rental and scheduling
  
  

impacts on respective programs and needs.

• Develop marketing and promotion efforts focused on ice arena programs and events; in conjunction with the
  
  

marketing department implement these efforts which may include print information, website design and social media

outreach.

• Provide leadership to staff during events and serve as the department authority during events as needed.
• Assist in oversight of purchase, inventory, and maintenance plans of equipment (sporting equipment, tables,
  
  

chairs, linens, staging, audio/visual, etc.)

• Research trends and industry standards for event related equipment and make recommendations for replacement and
  
  

purchase of new equipment.

• Be knowledgeable about computer-related programs/resources including Fusion and Event Management System (EMS) for
  
  

program registration, I-card readers, databases and internal/external communications.

Department: (40%)

• Participate as a member of Campus Recreation professional staff in the development and implementation of policies and
  
  

procedures.

• Work collaboratively with other Campus Recreation program areas when needed.
• Track and Compile information and data in conjunction with monthly, mid-year and yearly reports. Including, but not
  
  

limited to, Federal Work Study information, diverse student hires, and space usage and allocation. Utilize information to

develop policies, procedures, and strategic goals for Event Reservations for Campus Recreation.

• Participate in the development of programs, departmental objectives, and long-range planning by performing research,
  
  

providing recommendations, and implementing plans as appropriate.

• Assist with evening, weekend and break coverage as needed.
• Serve on Department and/or University committees as assigned
• Design and implement special projects that support the overall mission of Campus Recreation.
• Assist department with organization of staff development, recognition, and certification opportunities
  
  

Additional Physical Demands

Physical Demands

Position may involve lifting up to 50 pounds and completing repetitive and/or prolonged physical tasks.

Working Conditions

Manage multiple priorities and meet project review deadlines.

Position involves maintaining flexibility in schedule, working some evenings and weekends.

Travel Requirements

0%

Minimum Qualifications

• Bachelor’s degree.
• One (1) year of work experience in facility scheduling and event planning.
• Demonstrated experience supervising staff.
  
  

Preferred Qualifications

• Master’s Degree.
  
  

Knowledge, Skills And Abilities

• Strong written and verbal skills and an ability to establish and maintain effective working relationships with other employees.
• Ability to develop goals and plans to prioritize, organize, and accomplish work.
• Ability to determine the needs of facility scheduling and even services unit and make sound field.
• Skill in scheduling events, programs, and activities, as well as the work of others.
• Ability to work effectively with staff, the public, and outside constituency groups.
• Ability to effectively plan, delegate, and supervise the work of others.
  
  

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (Central Time) on Tuesday, February 4, 2025. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Gina Moton at moton@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

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About University Of Illinois Campus Recreation

Campus Recreation provides a welcoming environment that inspires the university community to engage in recreation and wellness opportunities. With approximately 500,000 square feet of state-of-the-art indoor recreation space, 75 acres of outdoor fields, and a diverse variety of fitness, wellness, and recreational programs, there are many opportunities for students to stay active. We are seeking individuals with diverse backgrounds who can help foster communities that strive toward the mission of providing “A place for everyone.” This includes supporting the academic mission of the University by developing environments conducive to student learning and academic success, respecting, appreciating and advocating for the diversity of our student population, and supporting the holistic development of all our students.

Connections working at University of Illinois Campus Recreation

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