We will not be interviewing at the NIRSA National Conference. Please apply via www.vcujobs.com.
The Scheduling and Events Coordinator is responsible for scheduling and event management at all Recreational Sports facilities, including open recreation, Recreational Sports programming, and rental requests. This position is also responsible for the management of satellite facilities, including the Cary St. Field and the Thalhimer Tennis Center. This position is responsible for the management of open recreation opportunities and equipment, and will assist in a wide variety of administrative and supervisory duties in the areas of personnel, facility operations, risk management, policy and procedures enforcement, equipment purchases, program management and statistical data collection and reporting. The Scheduling and Events Coordinator directly supervises events staff and reports to the Assistant Director for Facility Operations & Aquatics.
SPECIFIC RESPONSIBILITIES INCLUDE:
Facility Rentals & Reservations:
Manage all facility reservations and rentals, including, but not limited to events for Recreational Sports, registered student organizations, university departments, external organizations, and summer camps and conferences.
Coordinate event logistics, including equipment, staffing, and compliance with Recreational Sports and University guidelines and procedures.
Ensure all events are in compliance with the Safety and Protection of Minors Policy.
Complete appropriate paperwork, including usage agreements, invoices, proof of insurance, and event reports.
Provide timely communication to Recreational Sports staff to coordinate event logistics and to ensure appropriate notices have been communicated to student staff and patrons.
Create and revise the Reservations & Rentals Operating Manual and associated event paperwork annually.
Assist in the creation and implementation of new open recreation opportunities, along with corresponding guidelines and procedures for Recreational Sports facilities.
Coordinate open recreation schedules, balancing open recreation opportunities and programmatic needs.
Manage daily operations at the Cary St. Field and Thalhimer Tennis Center, including supervision, risk management, policy enforcement, access control, and reporting of maintenance/housekeeping concerns.
Manage open recreation and rental equipment at all Recreational Sports facilities, including procurement, inventory management, and checkout and rental procedures.
Create a culture of customer service for the facility operations staff.
Assist in resolving participant conduct problems according to department guidelines.
Provide regular evening and weekend supervisory coverage.
Recruit, hire, train, schedule, supervise and evaluate all employees reporting to the Scheduling & Events Coordinator, including Service Attendants and Event Supervisors.
Create an environment promoting and fostering student learning and development, and establish a staff culture that supports the Recreational Sports mission and values.
Ensure consistent and quality service standards are met.
Regularly monitor staff time and verify payroll.
Revise employee training materials and operating manuals annually.
Assist in providing an effective risk management plan for reservation and events that includes training of student staff, completing regular safety reviews, emergency procedure development, and appropriate documentation.
Ensure staff have the appropriate certifications and training to respond to emergencies.
Assist with conducting regular safety inspections of activities, facilities, and equipment and report work order needs to the appropriate person.
Participate in the departmental budget allocation process by forecasting projected expenditures, identifying long-term capital improvement projects, and setting revenue projections for all programming areas.
Monitor the annual budgets for programming areas, including projecting operational needs, approving purchases, and monitoring spending.
Establish and meet revenue goals for facility and equipment rentals.
Prepare, analyze and report participation statistics, and assist with program evaluations and assessments in areas of responsibility.
Conduct regular equipment inventories.
Assist in long range fiscal planning.
Collaborate with campus partners within the Division of Student Affairs and academic units to develop and implement programs and events that contribute to student success.
Serve as the departmental liaison with key internal and external partners and academic units, as well as serve on various external committees within the institution and professional organizations.
Assist with articulating the vision for the department.
Investigate new and emerging trends and explore opportunities for growth within recreational programming.
Maintain professional skill sets and certifications as appropriate for job responsibilities and as a professional.
Perform other duties as assigned by the Director or Supervisor.
Bachelor’s degree; preferred degree in recreation, higher education, or a related field.
Demonstrated experience working in and fostering a diverse faculty, staff and student environment or commitment to do so as a faculty member at VCU.
Two years of experience in event management or facility scheduling (Graduate Assistant experience can be accepted).
Demonstrated experience in all aspects of personnel management and staff development; ability to motivate and supervise staff.
Demonstrated administrative skills in: budget development and fiscal/statistical management; planning, implementing and evaluating programs; risk management.
Ability to take initiative, problem solve and meet deadlines.
Excellent written and oral communication skills, interpersonal skills and ability to work collaboratively.
Ability to lift and handle physical equipment set-ups for various activities.
Master's degree; preferred degree in recreation, higher education, or a related field.
Experience working in a campus recreation setting.
CPR/AED/First Aid Certified.
Ability to function independently and as a member of a team in a constantly changing environment.
Position involves working regular evenings and weekends.
Position is located in a non-smoking work area.
Additional Salary Information: POSITION: This position is a full-time twelve-month University Academic Professional position. Position includes full VCU University Academic Professional benefits package – health insurance, tuition waiver and five (5) weeks’ vacation.