Scheduling & Events Coordinator

Scheduling & Events Coordinator

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 recently opened the new 9-story, 270,000 square foot recreation and wellness center, the Scheduling & Events Coordinator will directly contribute to and support the operations of the new facility as well as Campus Recreation satellite facilities. 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.

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.
• Manage daily operations of the Sports Dome, Cost Center, Fitzgerald Field House, and Trees Hall
• 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).



• 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.

Creates and implements high-risk intramural, club, fitness, and recreation programs. Creates and implements facilities operations plans including staffing, facilities scheduling, and facility, FFE, and fitness equipment maintenance. Develops program or facility operational mapping to align with strategic plans. Develops policies and procedures guiding operations and continuous improvement efforts. Develops and implements risk management protocols and training to ensure safety. Manages marketing, social media outreach, and updates web site.

The Scheduling & Events Coordinator provides oversight and management of facility reservations and rentals that encompass Campus Recreation programs, student programs, university partner programs, and external events. The incumbent will develop policies and procedures that guide facility reservation processes and continuous improvement efforts while aligning with strategic plans. The incumbent will develop and implement related risk management protocols and training to ensure safety. The job duties outlined in this job description include common job responsibilities for this title and level of jobs and are not intended to cover every duty. The University reserves the right to assign other duties to employees that are not listed in this job description.

Daily work includes both administrative office tasks as well as extensive work in high-use, participant-centric fitness and recreation facilities requiring routine mobility within the office, the facilities (indoor and outdoor recreation spaces and sports fields), and around campus. Involves routinely moving throughout spaces (100 plus yards multiple times per shift), climbing ladders, and moving to/from facilities. Work includes lifting, carrying, and pushing/pulling/moving items (e.g., supplies, equipment, deliveries, etc.) up to 50 pounds. Occasionally needs to lift, carry, and push/pull/move more than 50 pounds.

The University of Pittsburgh is an equal opportunity employer / disability / veteran.