University Events and Scheduling Coordinator

High Point University, University Events and Scheduling Coordinator serves as a primary scheduler for university-wide events and space requests. Partners directly with academic, administrative, and auxiliary partners to advise of event policies, sources and coordinates vendors and service providers, manages the university-wide event reservation system, and ensures events on campus are executed in full compliance with University event protocols and procedures.

QUALIFICATIONS:

Education

• Bachelor's degree required; degree in event management, hospitality, communications, or related field preferred

Experience and Training

• A minimum of two years of related experience in event planning, event coordination, or facility scheduling, or an equivalent combination of education and experience
• Preferred experience with scheduling software (25Live), large-scale facility reservations, and end-to-end planning and execution of campus or corporate events, including vendor and contract management

Knowledge, Skills, Ability:

• Strong event-planning and project-management skills, including the ability to manage timelines, budgets, and multiple vendors simultaneously
• Skilled in vendor sourcing, negotiation, and contract management
• Word processing and/or data entry skills
• Ability to communicate in a positive manner
• Ability to execute multiple job functions
• Ability to focus on details and prioritize
• Proficiency with Microsoft products and willingness to learn various computer programs
• Demonstrated ability to be a fast learner and a fast starter in a continuously evolving technological environment
• Requires a self-starter working independently with strong interpersonal skills
• Skilled in general software troubleshooting
• Excellent interpersonal, written, and oral communication skills
• Ability to perform moderate physical work

ESSENTIAL FUNCTIONS:

• Serves as primary scheduler of the University's spaces for academic and non-academic events
• Collaborates with IT and Registrar's Office to ensure facility data and event/class reservations are correct and updated in 25Live scheduling system
• Maintains the 25Live event scheduling software
• Completes reservations while considering the university events calendar, academic facility regulations and policies, and with high standards of accuracy, timeliness, and professionalism
• Consults with event hosts to determine layout, technical/AV, catering, décor, and auxiliary staffing needs, and ensure event requestors follow the requirements for hosting an event on campus: including security request forms, campus enhancement work orders, and catering orders are submitted in a timely manner
• Makes sure to assign appropriate spaces based on a requestor/host needs and goals
• Ability to generate and prepare utilization reports in 25Live and other space audit reports as needed
• Sources, coordinates, and manages vendors and vendor contracts (catering, audio-visual, décor, rentals, transportation, and entertainment), negotiating pricing and ensuring contractual and budgetary compliance
• Oversees the reservation process with external management companies, day-to-day operation, and budget for two offsite university properties, ensuring facilities are properly reserved, maintained, and financially managed.
• Oversees a broad range of administrative and financial responsibilities including invoicing, billing, maintaining budgets, reconciling p-cards, ordering supplies, and negotiating and executing vendor contracts
• Owns and manages the Department of University Events budget lines, forecasting event-related expenses, balancing actuals against projections, and submitting all requisitions and orders
• Maintains positive work atmosphere by acting and communicating effectively with students, students, parents, faculty, co-workers and managers
• Designs and leads 25Live training sessions and event-planning best-practice workshops for faculty, staff, and student groups
• Update 25live training materials and policies on the University's Event webpage
• Assists the University Events Team for major University-wide events such as Commencement, opening Convocation, and Alumni and Family Weekends, coordinating cross-departmental logistics, which may often include planning and/or execution
• Handles multiple projects simultaneously; manages in the midst of occasional changing dynamics (time, location, people, etc.); effectively communicates and interacts with high profile individuals (administration, trustees, donors, university guests, VIPs, etc)
• Other duties as assigned

For more information regarding this position, please contact Melissa Anderson, Vice President for Institutional Events and Protocol at manderson@highpoint.edu