Events and Scheduling Specialist II

JOB CLASSIFICATION

Pay grade level: Grade 12
Compensation:  Compensation will be commensurate with education and experience.

Employee category: Staff

Department: Central Scheduling

Reports to: Dean of Academic Support and Assessment

FLSA status: Non-Exempt
Job Code: AA028FTNCESS
Location: Primarily Main Campus, but any other college location as assigned by the appropriate Administrator

SUMMARY

The Events and Scheduling Specialist II assists in coordinating the scheduling of College facilities for both internal and external events. This role provides training and technical support for scheduling systems to faculty and staff across campus. This role also provides training and support to faculty and staff across all campus locations. The Specialist collaborates with academic and administrative departments to ensure efficient use of space and effective event planning.

POSITION DESCRIPTION

• Facility Scheduling: Use AdAstra and Ellucian Colleague software to coordinate and manage reservations for College facilities, including classrooms, event spaces, and meeting rooms.
• Communication & Support: Handle inquiries related to facility usage and scheduling, both by phone and in writing, ensuring accurate information is provided and requests are processed efficiently.
• Event Coordination: Process and book facility reservations for both College-sponsored and external events, ensuring all logistical details are addressed and in compliance with College policies.
• Calendar Maintenance: Maintain the primary scheduling calendar, ensuring it reflects accurate availability of facilities, services, and equipment.
• Policy Interpretation: Provide guidance on facility policies and procedures to faculty, staff, and external groups.
• Problem Solving: Anticipate and address event-related issues, providing practical solutions and ensuring a smooth event experience.
• Event Setup: Assist with creating room layouts and event diagrams that comply with building codes and safety regulations.
• Relationship Management: Build and maintain positive relationships with College departments, external event planners, and community partners.
• Event Hosting: Represent the College for non-College-sponsored events, serving as the point of contact and on-site support for external groups.
• Duties: Perform other tasks as assigned to support the department's goals and operational needs.

KNOWLEDGE, SKILLS, AND ABILITIES

• Knowledge of planning and scheduling techniques.
• Working knowledge of Microsoft 365 applications, especially Word, Excel, and Outlook.
• Organizational skills to effectively coordinate and track multiple events with various details.
• Possess strong written and oral communication skills.
• Must demonstrate excellent customer service skills.
• Must demonstrate a commitment to and ability to work with a diverse student and faculty population.
• Ability to develop and maintain excellent working relationships and establish credibility with all levels of employees in the organization.
• Ability to manage several projects with multiple deadlines simultaneously.

MINIMUM QUALIFICATIONS

• High school diploma or GED Equivalent.
• One (1) year of experience directly related to planning and/scheduling events.
• One (1) year experience working with online scheduling software and other enterprise systems (i.e., Ellucian Colleague, Ad Astra, or other mainframe systems), database software and management applications.
• One (1) year of experience in customer service and/or hospitality.

PREFERRED QUALIFICATIONS

• Associate degree.
• Three (3) or more years of experience directly related to planning and/scheduling events.
• Three (3) or more years working with online scheduling software and other enterprise systems (i.e., Ellucian Colleague, Ad Astra, or other mainframe systems), database software and management applications.
• Experience in academic credit course schedule building.
• Experience in event scheduling and planning.

WORKING CONDITIONS

While performing the duties of this job, the employee is frequently required to stand, talk, hear, walk, and sit. While performing the duties of this job, the employee may occasionally push or lift items.

WORK SCHEDULE

40 hours per week, during regular hours of Monday – Friday, 8:00 am – 5:00 pm. Must be able to work a variable schedule/hour to meet operational needs. Position requires evening and weekend hours. 

To Apply

Visit www.kckcc.edu and click on CAREERS for a list of available positions.

• Read the job announcement carefully noting the initial screening date, minimum qualifications, and required information. Note that information contained in your application materials will be used to determine if you meet the minimum qualifications for the position. Make sure you complete/submit all the documents listed as required.
• If the position lists a required transcript (during the application process) unofficial transcripts may be submitted. However, please note that upon selection for hire, you will be required to submit official transcripts.
• Ensure that your transcripts show that a degree was awarded or conferred if you are stating that it is your highest level of education completed. If you certify your level of education and it cannot be verified from your transcript(s), your application may not be referred to the selection committee.
• Foreign degrees are acceptable provided they have been translated and/or shown to have equivalency to a United States: Associate, Bachelor, Master, or Doctorate level degree.
• Documentation verifying completion of a degree, course work within a discipline, or other educational criteria should be electronically attached (uploaded) to your application.
• Three (3) professional references with phone number and email addresses are required.
• A college selection committee is responsible for application review and interviews. The final candidate(s) selected to be hired will be made by the hiring manager.
• Successful completion of a background check on all persons recommended for employment is required Individual hiring departments may elect to administer pre- employment tests, which are relevant to essential job functions as part of the applicant selection/hiring process.

***This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. This job description may be revised upon development of other duties and changes in responsibilities.

KCKCC is an Equal Opportunity and Affirmative Action Educational Institution