| Department Description: |
Rooted in social justice, led by compassion, inspired by curiosity, driven by a shared vision.
Mother Rosalie Hill Hall on the University of San Diego campus is home to the School of Leadership and Education Sciences' (SOLES) vibrant and vision-driven collective of academic departments, centers and institutes. Here, we combine innovation with introspection, academics with real-world application, and study with social impact.
Our nationally-accredited programs span the realms of leadership, teaching and counseling, both at graduate and undergraduate levels. They're all approached with an emphasis on social justice, multiculturalism and a determination to forge a better world together.
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| University Description: |
The University of San Diego, an engaged and contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.
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| Detailed Description: |
The Lead Scheduler & Operations Coordinator (Coordinator) directly supports the Assistant Dean in the areas of academic space assignment and scheduling, facility management, and events scheduling. The Coordinator works extensively with faculty and staff at SOLES, as well as administrators and staff campus-wide. The incumbent actively participates in the formulation, evaluation and implementation of operational policies and procedures. The position requires the highest degree of discretion and confidentiality to ensure proper follow-up and resolution of various operational and administrative issues.
Duties and Responsibilities:
Academic Space Assignment & Scheduling:
- Works with University Lead Scheduler, as well as other schedulers to ensure uniformity and timeline compliance, sharing ideas and learning better business practices to make scheduling more efficient on a campus-wide basis.
- Works with department chairs, program directors, academic program managers, and area Supervisors to develop the academic space assignments and schedules.
- Regularly verifies the accuracy of EMS data.
- Creates Banner “before report”; verifies Banner export/EMS import, and compares Banner report with EMS report correcting discrepancies.
- Creates back-to-back reservations, binding multiple meeting pattern courses, and conducting scheduling run.
- Creates Banner “after report”; verifies EMS export/Banner import, and compares Banner report with EMS report correcting discrepancies.
- Works with department chairs and program directors to review the published academic schedule for proper class restrictions and attributes. Makes changes and corrections as needed. Works with Registrar’s office as needed.
- Adjusts or instructs event scheduler to adjust, as necessary, event schedules to accommodate for academic scheduling needs.
- Throughout the year responsible for managing space requests (in addition to regular classes): including special classes and continuing education classes, as they pertain to SOLES academic programs.
Facility Management:
- In cooperation with Assistant Dean, designates building office space and coordinates office relocations.
- Manages SOLES facilities. Ensures facilities are properly kept, repairs/maintenance are scheduled as needed. Initiates the requests for facility improvements.
- Sets policies for overall building usage and pricing for use by internal and external constituents for special events.
- Coordinates regular check of the building (all interior and exterior levels of SOLES); reports and follows-up on needed maintenance, including malfunction of lights, doors, locks, sound system, painting and other related building equipment.
- Assists in the development, implementation and periodic review and revisions of building policies and procedures and revises policy handbooks and brochures as needed;
- Serves as building safety representative, coordinating in building evacuations during emergencies, fire drills, etc.
- Develops any necessary correspondence to communicate information with building occupants (e.g. email, direct interaction, phone calls, etc.) regarding building issues and other pertinent building related matters.
- Oversees inventory control for issuance of keys to authorized personnel.
- Oversees building entry access for individuals, including key distribution and granting card reader access. Oversees the maintenance of coding information for Public Safety for Onity lock System. Reviews and interprets building usage reports.
- Responsible for coordinating the annual review of boards, blinds, carpets all classroom furniture in classrooms; works with the Assistant Dean to prepare work orders for repairs and purchase orders for replacements. Works on other related classroom issues as assigned by the Dean’s Office.
Building Event Scheduling:
- Coordinates building/room access for faculty members and staff. Processes key/entry requests and related record keeping.
- Independently assists with general SOLES room scheduling and reservations for meetings, conferences, and special events utilizing the university scheduling tool.
- Handles daily requests for meeting space and in conjunction with lead scheduler addresses classroom conflicts and meeting space challenges.
- Provides faculty, staff and students with information about SOLES and university-wide technology/media services resources for assigned meeting space use. Provides assistance to faculty and staff with classroom audiovisual equipment and computer needs when audio visual technician is unavailable.
- Receive and respond to all requests for room and building use, entering reservations and other pertinent information into current reservation system software. Attends to constituent’s questions, assisting them with room reservations and disseminating building policies and procedures.
- Identify client needs and secure equipment requests, coordinating as appropriate with Facilities Management, Banquets and Catering, Media Services, Parking Services and other resource providers.
- Regularly review scheduling reports to ensure knowledge and understanding of client requirements.
- Serve as representative of SOLES and USD to various university constituents including students, administrators, staff employees, and vendors.
- Establish and maintain positive working relationships with SOLES clientele, catering personnel, Facilities Management, campus police, and other university officials in conjunction with various events held in the building to ensure proper event management, and general safety and compliance with University policies.
- Attend weekly University Operations/Catering meetings.
- Attend internal operational and staff meetings.
- Collect fees and process transfers and deposits for building and room use.
- Interface with Campus Scheduling office and other buildings to coordinate facility schedules.
- Responsible for enforcement of SOLES policies and regulations to ensure proper use of facility and equipment.
- Handle some physical set-up of furniture and equipment.
- Prepare room and directory signage as necessary to direct event participants.
- Proactively monitor facility environment to ensure comfort of guests, and to ensure it is clean, functional, and orderly.
- Oversee and coordinate day-of-event activities for all events during shift:
- Serve as the client point of contact throughout event; be available and present during transitions as necessary;
- Ensure furniture and equipment set-up is accurate;
- Make/prepare signage as required and/or ensure it is in place;
- Ensure all common areas; restrooms and function rooms are clean;
- Ensure flow of event is smooth, services provided are delivered in a timely and professional manner; address changes and emergencies appropriately;
- Be in regular communication with all day-of-event service providers.
- Post-event activities, ensure & oversee completion of:
- Rearrangement of furniture as necessary and returning of equipment to storage in order to maintain clean and orderly facility.
- Follow up as needed with groups.
- Enter all additions or changes in services including space, audiovisual, etc. into scheduling software in a timely and accurate manner.
Other Duties:
- Provides occasional assistance with the tracking and management of part-time faculty contracts
- Initiates background checks for staff and part-time faculty; serve as point of contact for the TrueScreen system.
- Ensures the staffing of the central reception desk.
- Manages ordering of office supplies and equipment.
Special Conditions of Employment:
Background check: Successful completion of a pre-employment background check.
Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.
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| Job Requirements: |
Minimum Qualifications:
- High school diploma and three years of relevant work experience, or undergraduate degree and one year of relevant work experience.
- Proven record of accomplishment in managing complex projects.
- Ability to show highest degree of professionalism and tact in highly charged situations.
- Must be fluent in word processing, database, and spreadsheet software, including Microsoft Office applications, DocuSign software, and internal database management systems, including internet and e-mail. Experience with facilities scheduling program (e.g. EMS and Banner) desirable.
Performance Expectations - Knowledge, Skills and Abilities:
- Commitment to confidentiality.
- Proven ability to communicate effectively orally and in writing.
- Desire to develop and apply various organizational skills to prioritize workload effectively, satisfy deadlines under time pressure situations, and work on multiple concurrent tasks.
- Commitment to being proactive in identifying and communicating administrative and operating issues to the Deans.
- Establish and maintain strong working relationships with colleagues, staff, administrators, students and parents, and public.
- Attend necessary professional development and job-related training.
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| Posting Salary: |
$23.00 - $33.00 per hour; Excellent Benefits
The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits
The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.
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