Operations Coordinator for University Commons, Scheduling and Events

Job Title:Operations Coordinator for University Commons, Scheduling and Events

Department: Student Affairs

Reports To: Vice President

Prepared Date: February 13, 2024

Revised Date: February 19, 2024

SUMMARY

The position is full-time, in-person, 12-month, and salaried. The Operations Coordinator (“OC”) manages the University Commons and ensures logistical support to campus and external clients through the management and coordination of the University Scheduling and Events management system (currently “25 Live”). The OC ensures the successful execution of different types of university events, especially student-driven events, workshops, conferences, meetings, classes, and facility spaces. The OC ensures the multitude of details and mechanics required to produce successful events are handled through exceptional relationship-building, timely coordination across offices, and accurate and frequent communications. The position requires frequent and sometimes unpredictable evening and weekend hours to support operations and signature events. With supervisor’s approval, some workdays may be adjusted because of evening and weekend responsibilities. All Student Affairs staff perform additional responsibilities related to operational and mission-critical needs. Approximate work percentages which may be adjusted as necessary include Scheduling and customer relations (50%), building management (15%), staff supervision (20%), and other responsibilities (15%). At the employee’s request and in consultation with the ADA office, employees receive reasonable accommodations to perform the essential duties associated with the position.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

• Promoting Inclusion, Diversity, Equity, Accessibility, and Sense of Belonging (e.g., foster welcoming environment; participate in and ensure staff participation in appropriate training and professional development; ensure accessibility to services; promote inclusive excellence in programming and service delivery; report policy, legal, and regulatory violations; etc.).
• Managing a dynamic 87,000 square-foot University Commons facility that serves as a student center and a “campus living room” and houses the state-of-the-art Staley Library (e.g., oversee information desk; ensure facility is open and closed as scheduled, safe and secure, clean and in good repair; maintain furniture and equipment; manage access to the building by coordinating key distributions with Public Safety and department supervisors; liaise with building constituents and stakeholders; maintain emergency protocols; communicate with University Commons occupants to keep them informed of important matters; etc.).
• Serving as the primary University administrator for 25 Live event management system (e.g., ensure system operations, accuracy, and updates with software vendor; manage user access; ensure training; recommend policy and system improvements to supervisor and vice president for student affairs; etc.).
• Ensuring successful campus and revenue-generating events from reservation to event completion (e.g., assist with reservation process as needed; schedule and approve space in University Commons, Pilling Chapel, Leighty-Tabor Science Center, Shilling Hall, ADM-Scovill Hall, the Campus Green Spaces, and other facilities as assigned; assist President’s Office with managing overnight rentals, hospitality, and overall condition of the Huss House; review and confirm space needs and arrangements; maintain follow-up; ensure appropriate staff coverage; coordinate with Catering, Public Safety, IT, Facilities and other offices as appropriate; plan for set-up and breakdown; liaise with other building managers if appropriate; arrange facility cleaning before and after events; ensuring timely invoicing and billing to clients for space use and any damages; etc.).
• Communicating and coordinating with campus offices to ensure successful events (e.g., reviewing external client contracts with Administrative Services; residence life for housing; arranging meals with Catering; hiring students through Student Employment; managing finances through Business Office; ensuring technology is functional through Information Technology; coordinating academic scheduling with Registrar; ensuring safety and risk management with Public Safety; addressing maintenance with Facilities; etc.).
• Participating in and providing event updates in staff, stakeholder, and other related meetings.
• Using reservation data and collaborating with University Marketing and Communications to create, maintain, and disseminate a university calendar system to improve campus awareness of events and to reduce excessive events at the same time.
• Completing routine administrative functions (e.g., budgeting, report-writing, strategic planning, record-keeping, data collection and management, developing policies and procedures, and evaluation and assessments related to student outcomes and program effectiveness).
• Implementing customer feedback processes to ensure concerns are addressed and improvements are considered.
• Assisting colleagues with planning and programming related to signature campus events (e.g., Orientation and Registration Days; Convocations and Commencements; Family Weekend and Homecoming; The Spring Big Event; Student Welcome Week; Involvement Fairs; Cookie Event Tradition; Career Fairs; Late Night Pancake Breakfast; etc.).
• Collaborating and partnering with campus offices to achieve student success metrics such as retention, engagement, graduation, and placement.
• Serving on appropriate university or community committees, councils, and boards as recommended by the supervisor or University President.
• Participating in student recruitment and providing positive student experiences leading to retention and other student success outcomes.
• Implementing emergency communication plans and protocols which includes providing direction, oversight, guidance, and support as needed in emergency or crisis situations.
• Seeking and proposing opportunities for ongoing appropriate professional development for self and, if applicable, reporting staff.
• Communicating effectively university and department goals, achievements, challenges, solutions, practices, changes, and consistently enforcing all policies and regulations.
• Maintaining high ethical standards and integrity by conducting all operations professionally, including acting in accordance with all Millikin University policies and procedures.
• Performing other mission-critical and job-related duties as assigned based on operational needs.

SUPERVISORY RESPONSIBILITIES Directly supervises student workers. Carries out supervisory responsibilities in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing, hiring, and training student workers, planning, assigning, and directing work; appraising performance; rewarding and disciplining student workers; and addressing complaints and resolving issues.

QUALIFICATIONS: To perform this job successfully, an individual must be able to succeed in a result-driven professional organization. Ability to manage results through a staff of direct and indirect employees. Ability to drive a team in a focused direction. Working knowledge of higher education processes and practices. Maintaining professional performance, demeanor, and results while working under pressure in a dynamic environment. Customer, budget, quality, and delivery conscious mindset. Ability to establish priorities, work independently with minimal supervision, and facilitate teamwork. Highly organized, with the ability to plan, execute and multitask to meet deadlines and keep projects under budget. Additional qualifications specific to this position are below:

Education and/or Experience

Required: bachelor’s degree. Or in lieu of a bachelor’s degree, applicant must demonstrate a significant record of equivalent combination of education (e.g., associate’s degree), training (e.g., licensures or certifications), and direct and/or transferable professional experiences related to the position from which comparable skills can be acquired.

Preferred: Related experiences in a college or university setting. Graduate Assistantships, Internships, and Practical experiences will count as half-year (.50) time. Experience supervising staff at any professional level. Experience using events management or scheduling software or database platforms.

Critical Knowledge, Skills and Abilities of this job are described below.

Skills

• Communication skills: excellent written, oral, and interpersonal communication skills.
• Self-management skills: ability to manage time effectively, learn and contribute to overall departmental tasks and goals.
• Project coordination skills: ability to lead or contribute to planning or organizing projects, programs, services, etc.
• Conflict resolution skills: ability to use interpersonal skills to develop and maintain positive professional relationships and resolve conflict in a team environment and with individuals from various diverse backgrounds and experiences.
• Analytical skills: ability to analyze information and offer sound recommendations.
• Computational skills: ability to perform basic mathematical computations to assist with financial operations and/or data collection, analysis, and reporting.
• Computer skills: proficiency with word processing and spreadsheet software, preferably Microsoft Office, Microsoft Teams, Outlook Calendaring, Office 365.

Abilities

• Ability to adhere to work attendance requirements.
• Ability to model self-care and well-being for colleagues and, most importantly, students.
• Ability to manage emotions, function effectively, and make sound decisions in stressful and crisis situations.
• Ability to handle multiple projects, services, activities, etc. in a timely and professional manner in a fast-paced and results-oriented environment.
• Ability to promote and achieve diversity, equity, and inclusion of multi-racial/ethnic, low-income, LGBTQ+, veteran, non-traditional, online, disability, first-generation, and others.
• Ability to be flexible, diplomatic, patient, service-driven, and a self-starter.
• Ability to work independently under limited supervision and in teams.
• Ability to make reasoned administrative and procedural decisions and judgments on sensitive and confidential issues.
• Ability to work evening and weekend hours based on operational need.
• Ability to comply with university vehicle-use requirements (some driving may be necessary, including transporting students and staff to approved events).

Knowledge

• Preparatory knowledge: coursework, military, or work-based knowledge.
• Software/database systems: events management or scheduling software or database platforms related to the position.
• Accountability: experience with applying formative, summative, qualitative, and/or quantitative methodologies which can be used to assess student learning outcomes and/or evaluate operations, programs, and services.
• Multimedia experience: ability to collaborate on or design brochures, event flyers, and/or newsletters and/or ability to develop or manage social media efforts.
• Events management: ability to plan, organize, manage, and execute programs and Events.

Examples of Measures of Success:

• Number of events
• Building utilization
• Customer satisfaction
• Revenue generated

Work Environment:

The Division of Student Affairs at Millikin University is devoted to student success from enrollment to commencement. We are dynamic, agile, and culturally responsive. We guide, support, and, on occasion, challenge students as they develop, refine, and pursue their academic, career, and personal endeavors. All staff are responsible for creating a safe, welcoming, diverse, inclusive, respectful, and caring environment for students, colleagues, and visitors. We seek skilled and diverse colleagues who are student-focused, flexible, self-motivated, and will embrace and respect who we are and what we do. We also seek colleagues committed to moving the Division forward towards prominence and influence on campus, nationally, and within the Student Affairs profession.

Manual Dexterity: Dexterity to operate a keyboard

Physical Effort: Occasionally sitting at a desk or table; occasional lifting 25 lbs. or less; intermittently sitting/standing; hearing and visual acuity within normal range; ability to stoop, kneel, and crouch occasionally; high degree of mobility required.

Working Conditions: Typical working conditions found in most administrative work areas; alternative or flexible work schedules.

Hazards: None

INTERPERSONAL SKILLS Communicates effectively and appropriately. Gets along and cooperates with co-workers and appropriately interacts with others. Participates and functions as an effective member of the team.

CONFIDENTIALITY Exchanges university information with others only on a "need to know" basis.

ATTENDANCE Promptly arrives for the designated shift. Follows all applicable policies regarding schedules, attendance, and organizational requirements. Typically considered an exempt/salaried position, so will involve normal 9+ hour days, weekends, and off shifts as required to successfully perform job duties. Excessive absenteeism will hinder successful job performance.

SAFETY Understands and always uses safe practices. Reports all unsafe conditions to the Risk Manager immediately. Assures all equipment functions properly before use. Knows and adheres to all safety and fire prevention rules and regulations. Knows location and use of personal protective equipment, fire plan, SDS and Disaster Plan.

UNIVERSAL ACCOUNTABILITY Provides excellent service to all customers striving to exceed their expectations. Demonstrates courtesy, compassion, and respect. Is thoroughly committed to the mission and vision of Millikin University.