Event Facilitator/Scheduler
Governors State University

Job Info

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Description

Governors State University is seeking to hire an Event Facilitator/Scheduler for the University Events Office to primarily be responsible for scheduling non-academic space reservations and rental requests by university staff, colleges, and external entities. Responsibilities include maintaining the master schedule of all events on the college's scheduling software program 25Live, coordinating with housekeeping, maintenance laborers, public safety, food services, and information technology support services as needed.

The incumbent is the subject area expert of a wide variety of topics related to the use of university spaces and facilities. The individual in this position will be expected to collaborate with internal and external constituents, providing exceptional customer service and supporting the University Events Office's goal of being one of the best resources for events, meetings, conferences, etc.

Essential Responsibilities

55%

• Serve as the University's scheduler for all events both internal and external utilizing all nonacademic areas with 25Live, the university's web-based event management software.
• Assist in providing training and user support on 25Live software.
• Answer questions and resolve problems which require interpretation, explanation, and justification of administrative and programmatic policies and procedures.
• Maintain a campus space assignment inventory as well as maintain the master calendar of events for periodic non-academic functions utilizing space within the university.
• Finalize and supervise scheduling and space arrangement for non-academic functions as required for internal and external groups which include planning and coordinating room configurations communication with catering services, Department of Public Safety (DPS), Facilities Development and Management (FDM), Information Technology Services (ITS), Digital Learning and Media Design (OLMO), etc.
• Coordinate with the 25Live Administrator/Academic Scheduler concerning classroom utilization during the term gaps.
• Collect and compile statistical data for reports related to the assignment and reservation of university space for regularly scheduled instruction and meetings, students, faculty, and non-academic functions such as recreational activities, conferences, meetings, programs, seminars, workshops, and similar events.

25%

• Assist with Commencement and related events as needed.
• Assist with room reservations and scheduling of all commencement related events and activities (i.e., Salute to Grads, Doctoral Hooding Ceremony and Reception, Honorary Degree Recipient Reception and Dinner, etc.).
• Assist with preparation and setup of commencement at commencement location (e.g., Tinley Park Convention Center).
• Responsible for purchase orders (Pos), direct payment vouchers (DPVs), invoicing, which may include the calculation of overtime cha res for internal departments involvement and any additional services required for external clients.
• Reconcile all fiscal transactions against the event scheduling and commencement accounts. This includes the input of requisitions, the review and approval of charges, and the preparation of invoices and reports that require integrating information from a variety of sources.
• Work with staff to determine event needs and allocated space in the most appropriate manner.
• Work closely with facilities and other university departments to arrange for event details and logistics.
• Manage and execution of class inquiries and issues.

10%

• Actively serve on planning committees as needed for the Office of University Events and Implementation Team for the scheduling system 25Live.

5%

• Serves as assistance to learning the 25Live system and help with the 25Live Administrator with two (2) training university training days a month and academic room scheduling as needed.

5%

• Perform other related duties as assigned.

Hourly Range: $20.57 - $26.19
(This is a non-unionized position. Salary starts at the base and is determined based on Education and Experience exceeding the minimum qualifications).

This position qualifies for an expansive suite of fringe benefits including, various insurance options, paid time off, retirement and investment options, and tuition waivers. Visit: https://www.govst.edu/benefits/.

Required and Preferred Qualifications

REQUIRED: TO HAVE COLLEGE/UNIVERSITY CREDITS CONSIDERED TO MEET MINIMUM QUALIFICATIONS, YOU MUST ATTACH COLLEGE/UNIVERSITY TRANSCRIPTS (See "Special instructions to applicants" section below)

Minimum Qualifications:
1. Any one or any combination totaling three (3) years from the following categories:

A. Coursework in accounting, linear programming, statistics, or a closely related field as measured
by the following conversion table or its proportional equivalent:

• 30 semester hours equals one (1) year
• Associate's degree (60 semester hours) equals eighteen (18) months
• 90 semester hours equals two (2) years
• Bachelor's degree (120 semester hours) equals three (3) years

B. Work experience in space utilization or closely related experience (such as management,
engineering, accounting, linear programming, or statistics) that required similar problem-solving, administrative, and supervisory abilities.

2. Three (3) years of work experience in space utilization or closely related experience (such as management, engineering, accounting, linear programming, or statistics) that required similar problem-solving, administrative, and supervisory abilities.

Desired Qualifications:
* Experience in event scheduling, resource purposes, contract creation, and/or event planning.
* Experience in customer service.
* Experience supervising student workers and/or event personnel.

For more information regarding this classification, visit: Space Administrator III Spec Details (illinois.gov)

REQUIRED ATTACHMENTS:

Cover Letter

Resume

List of Professional References

College Transcript (In order to have your college credits considered to meet the minimum qualifications, you must attach a copy of your college/university transcripts which includes the earned degree and conferred date.)

Supplemental Information

DOCUMENTATION REQUIREMENT:
For consideration, applicants are required to attach the following:
1: All College/University Transcripts (In order to have your college credits considered to meet the minimum qualifications, you must attach a copy of your college/university transcripts which includes the earned degree and conferred date).
2: Online Application - Must be fully completed, include all dates of employment, employment status (full-time or if part-time, include percentages), job duties and responsibilities (full details).
3: Cover Letter.
4: Resume.
5: A list of three Professional References (We will only contact your references if you are a finalist).

RESIDENCY REQUIREMENT:
Illinois residency required within 180 days of the hire date.

CREDENTIAL ASSESSMENT EXAM DETAILS:
This vacancy involves a Credential Assessment Examination which consist of a review and rating of the applicants Education, Experience, Licenses, and other qualifications. Applicants are required to provide electronic documentation as listed above to verify that the minimum qualifications for this position has been met.

VETERAN'S PREFERENCE POINTS:
Veterans may be eligible to receive additional points on a passing final examination score. To determine eligibility, submit one of the following documents to the Department of Human Resources:
1: Department of Defense - DD214 / DD215
2: National Guard - NGB22 Form
3: Discharge Orders
4: Reserves - DD256 Discharge Certificate

Note: Documentation must be received by the closing date of this posting.

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