Job Details

Job Summary

Oversees the event scheduling (all academic and non-academic events) of BYU-Hawaii facilities and the scheduling of resources to support the events. The coordinator serves as the software administrator and supports the Event Management System (EMS) and complementary products such as HR Toolkit.

Primary Responsibilities

Software administration of the Event Management System (Campus, Web Client, Virtual EMS, HR Toolkit) and integration with Outlook, Active Directory and CashNET (35%)

• Establish and maintain customized configurations and system administration.
• Develop and assign security and process templates for systemic and web applications. Customize reports including for event support providers (AV Productions, custodians, etc.).
• Reconcile and distribute revenues collected for registrations and university facility rentals. Enhance usage of the software, develop and provide training.
• Act as the liaison between everyday campus users and software developer (EMS Software).

Oversee the scheduling of university facilities and resources (30%)

• Evaluate and develop scheduling processes in accordance with university policies.
• Manage event requests for best use of space, budgets, and resources
• Negotiate and resolve scheduling conflicts by thinking critically.
• Analyze data to determine trends and campus utilization.
• Serves on the University Calendaring Board, prepares the agenda, takes minutes, distributes minutes and prepares reminders. Serves on other committees as needed.
• Assist with coordinating classroom assignments for academic courses and resolving any issues.
• Manage requests from external organizations, ensuring compliance with facility use policies, and processing agreements and payments.

Supervise the University Scheduling Office Staff (25%)

• Provide leadership, direction, and delegate work assignments.
• Teach and mentor student employees. Monitor quality and quantity of event scheduling, event registrations and department website information.
• Ensure all University Scheduling Staff are PCI & FERPA compliant.

Collaborate with support services (10%)

• Provide clear, concise, and timely communication of detailed requirements.
• Initiate improvements through work orders and reports.
• Provide training (one-on-one, group, and online instruction).
• Build good rapport and strengthen relationships

Minimum Qualification and Experience Requirements

• A bachelor's degree or higher in communication, business management, public relations or other relevant field preferred.
• Experience in higher education administration, resource or facility management, database management, and/or equivalent advanced degree beneficial.
• Leadership and supervisory experience required.

Skill Set

• Excellent interpersonal and communication skills. Working knowledge of EMS and the ability to adapt to changing software.
• Solid understanding of public relation processes and event management. Leadership ability and capacity to train and mentor full-time and student employees.
• Organizational skills and detail oriented. Experience in database management. Ability to think critically, analyze, assign available resources, evaluate situations, and determine ways to improve.
• Time management skills to prioritize multiple assignments and meet deadlines on a consistent basis.
• Proactive in communication with campus personnel to solve problems confidentiality.
• Basic knowledge of accounting and budgeting principles and methods preferred.

Work Schedule

Work is typically performed in an office setting from 8:00 AM - 5:00 PM Monday - Friday.

Benefits

• 401(k) matching

• Tuition benefits for employee and qualified dependents

• Medical and Dental

• Short- and Long-term disability benefits

• Paid parental and maternity leave

Work Environment

General Office or other equivalently good environment.

As an educational institution affiliated with The Church of Jesus Christ of Latter-day Saints, BYU–Hawaii prefers to hire qualified members of the Church in good standing, as authorized under 41 C.F.R. § 60-1.5 (a)(6). To be eligible for employment, applicants who are members of the Church must hold and be worthy to hold a current temple recommend and receive a clearance from the Church's Ecclesiastical Clearance Office. Job applicants must be able to meet these conditions to advance through the hiring process successfully. An expired temple recommend will prevent consideration for hire.Approximate starting hourly rate:25.00 - 28.00The wage offered could be above or below range based on education and experience as it relates to the job description.#J-18808-Ljbffr