Definition and Purpose
Under the direct supervision of the Coordinator – Event Management, the Assistant Coordinator - Facility Scheduling is responsible for ensuring accuracy and consistency in scheduling for all ASI managed facilities including the University Union, Cal Poly Recreation Center, Cal Poly Sports Complex, and other shared campus facilities. The Assistant Coordinator - Facility Scheduling interprets and oversees compliance with all applicable University and ASI scheduling policies and is responsible for advising customers on appropriate use of these facilities. This position is responsible for effectively representing ASI to various campus groups, including but not limited to the Sports Complex Use Committee, Cal Poly Facility Services, Athletics, Kinesiology, Dean of Students, Career Services, University Police and Conference and Event Planning.
Additionally, all ASI employees are responsible for upholding the core values of the organization including but not limited to exhibiting professional behavior, acting as a role model to others, displaying a positive and cooperative attitude, communicating effectively, developing expert knowledge in area of specialization, and working together as a team.
Educational and Qualifying Experience, Skills, Licenses, Credentials
Educational/License/Credential Requirements
High school diploma, GED, or equivalent.
Graduation from a four-year college or university preferred (8 years applicable experience may be substituted for educational requirement).
Experience Requirements
Minimum one (1) year experience, three (3) years preferred that demonstrates the ability to perform the essential functions of the job.
Experience in facility scheduling, event planning, or conference management in a campus setting preferred.
Prior experience working with scheduling software, Resource 25 preferred.
Knowledge/Skill Requirements
Working knowledge of correct English grammar, spelling, and punctuation.
General knowledge of office methods, equipment, procedures, and practices.
Knowledge of Windows-based computer systems.
Ability to effectively communicate both orally and written.
Experience with facility scheduling, event planning, and business process management software preferred.
Ability to work independently and use initiative and judgment in analyzing and determining course of action.
Ability to perform simple mathematical computations.
Ability to provide excellent customer service to a diverse student population.
Ability to work effectively in a fast paced environment with constant interruptions.
Ability to initiate, establish, and foster communication and teamwork by?maintaining a positive, cooperative, productive work atmosphere.
Ability to establish and maintain effective?working relationships within a diverse population and with those from?various cultural backgrounds, specific needs, or limitations.
Supervisory Responsibilities
Directly supervise Facility Scheduling Student Manager and Event Scheduling Student Assistants.
Facilitate meetings, conduct performance evaluations, establish goals, and monitor day-to-day operations.
Essential Duties and Responsibilities
Facility Scheduling
Manage facility scheduling process to ensure accurate, timely, and consistent facility schedule matrices for all users of ASI scheduled facilities including the Sports Complex, Cal Poly Recreation Center, University Union, and other shared campus facilities in accordance with all relevant use agreements.
Serve as scheduling liaison to various university entities including Facility Services, Athletics, Kinesiology, Student Life, University Police, Conference and Event Planning etc.
Effectively represent ASI with all campus departments, student clubs, and off-campus entities.
Act as liaison for ASI assisting in additional event support and A/V support as needed.
Manage all ASI facility “Cabinets” in Resource 25 computer program.
Interpret and ensure compliance with University and ASI policies in providing event information to faculty, staff, students, and off-campus individuals regarding events being held on campus.
Annually review all scheduling policies; propose and implement revisions as necessary.
Monitor, recommend, and implement improvements to the overall scheduling process.
Follow-up with customers on a consistent basis to confirm and maintain a waiting list for reservations.
Provide service and solutions for facility requests and advise campus groups on the “E- Plan” scheduling process and procedures.
Update and maintain room diagram manuals, including archiving specific special events diagrams.
Communicate facility scheduling procedures, policies, information, and instructions to students, staff, and campus departments.
Assist customers with reserving space in all ASI-related facilities through the use of Resource 25 Integrated Event Scheduling System.
Prepare meeting agendas, meeting notes, and operational recommendations to the Sports Complex Use Committee.
Prepare and maintain daily/weekly/monthly calendar of scheduled events for facilities; keep appropriate staff informed of events/calendar changes.
Maintain a comprehensive filing system for all facility requests and schedules.
Facility Administration
Provide direct service and assistance to students, faculty, staff, and club leadership on use of facilities, ensuring compliance with University and ASI policies.
Assist and advise student event planners in preparing for all aspects of event preparation including identifying issues of location, food service, parking, publicity, and risk management while educating on ASI, UU, Rec Center Sports Complex, and University policies and procedures.
Customer Service
Meet with customers to ensure their reservations/event needs are met.
Respond directly to participant/customer concerns and problems.
Establish and maintain positive professional working relationships with all of ASI’s campus partners.
Assessment
Develop and execute assessment of programs and/or services for areas of responsibility including, but not limited to, setting and implementing goals, evaluating outcomes, and ongoing enhancement.
Participate in the overall ASI assessment planning and goal setting.
Diversity and Inclusion
Recommend and support practices intended to eliminate racial, gender, or any other form of bias in processes, policies, and procedures.
Demonstrate awareness of one’s own biases, comfort levels, and various aspects of diversity, equity, and inclusion (DEI).
Demonstrate effort to understand each person’s individual and collective role in creating inclusive environments.
Commit to continuous learning/improvement in DEI and cultural competence.
Work with director to review department’s policies, procedures, & practices related to DEI and participate in addressing barriers identified.
Other Duties and Responsibilities
Represent ASI on committees as appropriate.
Attend and participate in meetings as necessary.
Ensure continuous professional development.
The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in ASI policy as a condition of their employment.
Other duties as assigned.
Background Check
This position is subject to a background check (including criminal records) as well as National Address Locater (Social Security Number [SSN] Trace), 7-year County Criminal Search in each county and/or state the applicant lived in based on the SSN Trace, National Criminal Database Search, Name Search, Employment Verification (All employers in past 7 years) and Education Verification (Highest Degree). Credit Reports, Motor Vehicle Record Check and Professional License Verification may also be required based upon the essential functions of the position.
Salary Schedule
Hourly Rate: $25.01
Premium Overtime: Yes
Shift Differential: No
Non-Exempt
Benefits
Medical Insurance
Dental Insurance
Vision Insurance
Life Insurance
Long Term Disability Insurance
Public Employees’ Retirement System (CalPERS)
Social Security (FICA)
Paid State Holidays
Vacation Time
Sick Leave
Personal Holiday
Birthday Holiday
Workers’ Compensation Insurance
Unemployment Insurance
Date of Last Equity Review: 2/14/2020
The Associated Students, Inc. is an Equal Opportunity Employer.
Date revised: 02/01/2021
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