University Events and Scheduling Coordinator

High Point University, University Events and Scheduling Coordinator serves as a primary scheduler for university-wide events and space requests. A minimum of two years of related experience in event planning, event coordination, or facility scheduling, or an equivalent combination of education and experiencePreferred experience with scheduling software (25Live), large-scale facility reservations, and end-to-end planning and execution of campus or corporate events, including vendor and contract management Strong event-planning and project-management skills, including the ability to manage timelines, budgets, and multiple vendors simultaneouslySkilled in vendor sourcing, negotiation, and contract managementWord processing and/or data entry skillsAbility to communicate in a positive mannerAbility to execute multiple job functionsAbility to focus on details and prioritizeProficiency with Microsoft products and willingness to learn various computer programsDemonstrated ability to be a fast learner and a fast starter in a continuously evolving technological environmentRequires a self-starter working independently with strong interpersonal skillsSkilled in general software troubleshootingExcellent interpersonal, written, and oral communication skillsAbility to perform moderate physical work Serves as primary scheduler of the University's spaces for academic and non-academic eventsCollaborates with IT and Registrar's Office to ensure facility data and event/class reservations are correct and updated in 25Live scheduling systemMaintains the 25Live event scheduling softwareCompletes reservations while considering the university events calendar, academic facility regulations and policies, and with high standards of accuracy, timeliness, and professionalismConsults with event hosts to determine layout, technical/AV, catering, decor, and auxiliary staffing needs, and ensure event requestors follow the requirements for hosting an event on campus: including security request forms, campus enhancement work orders, and catering orders are submitted in a timely mannerMakes sure to assign appropriate spaces based on a requestor/host needs and goalsAbility to generate and prepare utilization reports in 25Live and other space audit reports as neededSources, coordinates, and manages vendors and vendor contracts (catering, audio-visual, decor, rentals, transportation, and entertainment), negotiating pricing and ensuring contractual and budgetary complianceOversees the reservation process with external management companies, day-to-day operation, and budget for two offsite university properties, ensuring facilities are properly reserved, maintained, and financially managed.Oversees a broad range of administrative and financial responsibilities including invoicing, billing, maintaining budgets, reconciling p-cards, ordering supplies, and negotiating and executing vendor contractsOwns and manages the Department of University Events budget lines, forecasting event-related expenses, balancing actuals against projections, and submitting all requisitions and ordersMaintains positive work atmosphere by acting and communicating effectively with students, students, parents, faculty, co-workers and managersDesigns and leads 25Live training sessions and event-planning best-practice workshops for faculty, staff, and student groupsUpdate 25live training materials and policies on the University's Event webpageAssists the University Events Team for major University-wide events such as Commencement, opening Convocation, and Alumni and Family Weekends, coordinating cross-departmental logistics, which may often include planning and/or executionHandles multiple projects simultaneously; manages in the midst of occasional changing dynamics (time, location, people, etc. For more information regarding this position, please contact Melissa Anderson, Vice President for Institutional Events and Protocol at [email protected]