As part of the Student Affairs Wellness team, Campus Recreation promotes the overall health and wellness of our entire community providing inclusive wellness, fitness, and recreation opportunities. As the Campus Recreation team finalizes preparations for opening of the new 9-story, 270,000 square foot recreation and wellness center this fall, the Scheduling & Events Coordinator will directly contribute to and support the planning, opening, and operation of the new facility. Major responsibilities include manage and oversee facility scheduling, respond to reservation inquiries and manage reservations, serve as liaison to event hosts, and coordinate event logistics. This position works a varied on-campus schedule, an assortment of hours and days, to ensure a superior participant and student employee experience. All applications must be submitted through the University of Pittsburgh employment site: Job Description - Scheduling & Events Coordinator (25003155)

RESPONSIBILITIES

Scheduling and Events

• Responsible for managing and scheduling facility reservations and rentals; responding to reservation inquiries; completing all reservations and rental procedures; coordinating event logistics (e.g., set up/tear down, custodial staff coverage, facility access); hosting event; and completing post event debrief.
• Serves as liaison to event hosts providing event planning guidance.
• Collaborates with campus partners (e.g., athletics, facilities management, integrated security, custodial, etc.) around all logistics associated with hosting reservations and events.
• Provides oversight of facility scheduling including formal and informal recreation as well as reservations and special events. Works with Facilities & Operations team to ensure staff coverage of special events.

Student Staff Leadership and Development

• Responsible for the overall student staff leadership and development of 35 event staff ensuring service delivery excellence, and an engaging and inclusive participant and employee environment. Incumbent will create and implement training and professional development to enhance the experience and growth of student staff while positively impacting the Campus Recreation environment and service delivery of excellence. Student staff will learn transferable life and career skills (e.g., communication, problem solving, leadership, time management, customer service, crucial conversations).
• Recruit, hire, train, schedule, supervise, coach, evaluate, and facilitate professional development for a diverse student staff operating in an environment supporting diversity, equity, inclusion, and accessibility for participants and staff. Provide daily guidance and management to student staff in the performance of their duties; serve as a mentor and role model in relation to performance expectations and student staff development recognizing successes and providing coaching on areas of improvement.
• Provide leadership and support for department and all staff onboarding, training, engagement, and recognition events and activities.
• Participates in radio coverage and on-call rotation with entire Facilities and Operations team.

Administration

• Serves as system administrator for software and business management platforms (i.e., EMS, Fusion, Connect2Concepts, etc.) within areas of operation; manages access, training, documentation, reporting; supports other staff utilizing software and platforms.
• Processes timecards for student staff; supports payroll processes for student staff ensuring alignment with allocated funding.
• Assists in developing budget projections.
• Develops specifications for equipment and supply purchases.
• Monitors, tracks, and interprets facility success metrics data (i.e., facility usage, number of reservations, etc.); compiles monthly and annual reports; develops recommendations based on data analysis.

Special Projects / Other Duties as Assigned

• It is every employee’s obligation to support the Student Affairs vision; to provide University of Pittsburgh students with the best collegiate experience in the world.
• All employees within the Division of Student Affairs will be required to perform duties outside of the department to which they are assigned. Additional assignments may include, but are not limited to committee leadership and engagement, career fairs, new student orientation, events, health fairs, and others. In crisis situation, staff members will be required to work after regular business hours to assist with managing the crisis.
• Supports special project requests within Campus Recreation as assigned.

• Minimum Education Level: Required Bachelor's Degree. Master’s degree preferred but not required; experience can be substituted for degree.
• Minimum Years of Experience: Minimum 3 years’ experience managing facility scheduling and/or coordinating event logistics preferably in collegiate recreation, community, or sports facilities. A combination of education and relevant experience will be considered in lieu of education and/ or experience requirement.

About University of Pittsburgh - Campus Recreation

Founded in 1787, University of Pittsburgh is one of the country’s oldest and most prestigious institutions of higher education. At Pitt, we’re focused on the impact and the relentless pursuit of change, for good. As a top-ranked, public institution in Pennsylvania with our discoveries, we are recognized as one of the most innovative universities in the world. We invent the paths of the future and forge ahead. Campus Recreation, as part of the Division of Student Affairs, strives to provide students with experience, learning, and growth opportunities cultivating an environment that is vibrant, challenging, nurturing, and inclusive. Our new Campus Recreation and Wellness Center, scheduled for opening fall 2025, will be a transformative space in the heart of campus serving as the intersection of well-being for the Pitt community. This new facility includes elements of Student Health Services and University Counseling Center as well as Campus Recreation supporting wellness for the Pitt community. As part of this transformation, Campus Recreation is expanding services and operations with exciting career opportunities as we grow our team.

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