The University of Pittsburgh

Scheduling & Events Coordinator

Campus Recreation - Pennsylvania-Pittsburgh - (25003155)

As part of the Student Affairs Wellness team, Campus Recreation promotes the overall health and wellness of our entire community providing inclusive wellness, fitness, and recreation opportunities. As the Campus Recreation team prepares for opening of the new 9-story, 270,000 square foot recreation and wellness center, the Scheduling & Events Coordinator will directly contribute to and support the planning, opening, and operation of the new facility. Major responsibilities include manage and oversee facility scheduling, respond to reservation inquiries and manage reservations, serve as liaison to event hosts, and coordinate event logistics. This position works a varied on-campus schedule, an assortment of hours and days, to ensure a superior participant and student employee experience.

SCHEDULING and EVENTS

• Responsible for managing and scheduling facility reservations and rentals; responding to reservation inquiries; completing all reservations and rental procedures; coordinating event logistics (e.g., set up/tear down, custodial staff coverage, facility access); hosting event; and completing post event debrief.
• Serves as liaison to event hosts providing event planning guidance.
• Collaborates with campus partners (e.g., athletics, facilities management, integrated security, custodial, etc.) around all logistics associated with hosting reservations and events.
• Provides oversight of facility scheduling including formal and informal recreation as well as reservations and special events. Works with Facilities & Operations team to ensure staff coverage of special events.

STUDENT STAFF LEADERSHIP and DEVELOPMENT

• Responsible for the overall student staff leadership and development of 35 event staff ensuring service delivery excellence, and an engaging and inclusive participant and employee environment. Incumbent will create and implement training and professional development to enhance the experience and growth of student staff while positively impacting the Campus Recreation environment and service delivery of excellence. Student staff will learn transferable life and career skills (e.g., communication, problem solving, leadership, time management, customer service, crucial conversations).
• Recruit, hire, train, schedule, supervise, coach, evaluate, and facilitate professional development for a diverse student staff operating in an environment supporting diversity, equity, inclusion, and accessibility for participants and staff. Provide daily guidance and management to student staff in the performance of their duties; serve as a mentor and role model in relation to performance expectations and student staff development recognizing successes and providing coaching on areas of improvement.
• Provide leadership and support for department and all staff onboarding, training, engagement, and recognition events and activities.
• Participates in radio coverage and on-call rotation with entire Facilities and Operations team.

ADMINISTRATION

• Responsible for various administrative tasks.

SPECIAL PROJECTS / OTHER DUTIES as ASSIGNED

• Supports the Student Affairs vision and goals.

Job Summary

Creates and implements high-risk intramural, club, fitness, and recreation programs. Creates and implements facilities operations plans including staffing, facilities scheduling, and facility, FFE, and fitness equipment maintenance. Develops program or facility operational mapping to align with strategic plans. Develops policies and procedures guiding operations and continuous improvement efforts. Develops and implements risk management protocols and training to ensure safety. Manages marketing, social media outreach, and updates web site.

Essential Functions

The Scheduling & Events Coordinator provides oversight and management of facility reservations and rentals that encompass Campus Recreation programs, student programs, university partner programs, and external events. The incumbent will develop policies and procedures that guide facility reservation processes and continuous improvement efforts while aligning with strategic plans. The incumbent will develop and implement related risk management protocols and training to ensure safety. The job duties outlined in this job description include common job responsibilities for this title and level of jobs and are not intended to cover every duty. The University reserves the right to assign other duties to employees that are not listed in this job description.

Physical Effort

Daily work includes both administrative office tasks as well as extensive work in high-use, participant-centric fitness and recreation facilities requiring routine mobility within the office, the facilities (indoor and outdoor recreation spaces and sports fields), and around campus. Involves routinely moving throughout spaces (100 plus yards multiple times per shift), climbing ladders, and moving to/from facilities. Work includes lifting, carrying, and pushing/pulling/moving items (e.g., supplies, equipment, deliveries, etc.) up to 50 pounds. Occasionally needs to lift, carry, and push/pull/move more than 50 pounds.

The University of Pittsburgh is committed to championing all aspects of diversity, equity, inclusion, and accessibility within our community. This commitment is a fundamental value of the University and is crucial in helping us advance our mission, which includes attracting and retaining diverse workforces. We will continue to create and maintain an environment that allows individuals to discover, belong, contribute, and grow, while honoring the experiences, perspectives, and unique identities of all.

The University of Pittsburgh is an Affirmative Action/Equal Opportunity Employer and values equality of opportunity, human dignity and diversity. EOE, including disability/vets.

Assignment Category Full-time regular

Job Classification Staff.Campus Recreation Coordinator III

Job Family Academic & Student Services

Job Sub-Family Student Services

Campus Pittsburgh

Minimum Education Level Required Bachelor's Degree

Minimum Years of Experience Required 3

Will this position accept substitution in lieu of education or experience? Combination of education and relevant experience will be considered in lieu of education and/ or experience requirement.

Additional details about Required Licensure/Certification Master's degree preferred but not required; experience can be substituted for degree. Minimum 3 years' experience managing facility scheduling and/or coordinating event logistics preferably in collegiate recreation, community, or sports facilities, Current First Aid/ CPR/AED certification or obtained within 6 months of hiring.

Work Schedule This position works a varied on-campus schedule, an assortment of hours and days, to ensure a superior participant and student employee experience.

Work Arrangement Hybrid: Combination of On-Campus and Remote work as determined by the department.

Hiring Range TBD Based Upon Qualifications

Relocation Offered No

Visa Sponsorship Provided No

Background Check For position finalists, employment with the University will require successful completion of a background check

Child Protection Clearances The following PA Act 153 clearances and background checks are required prior to commencement of employment and as a condition of continued employment: PA State Police Criminal Record Check, FBI Criminal Record Check, PA Child Abuse History Clearance.

Required Documents Resume, Cover Letter

Optional Documents Not Applicable

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