What are the responsibilities and job description for the Event Services System Coordinator position at Dominican University?
JOB TITLE: Event Services System Coordinator
DEPARTMENT: External Engagement
REPORTS TO: Executive Director of External Engagement
JOB STATUS: Full-time (at least 37.5 hours/week)
LOCATION: Hybrid: 1 day/week remote; Flex schedule based on event calendar
PRIMARY PURPOSE/ POSITION SUMMARY:
The Event Services System Coordinator (ESSC) will oversee use and management of the University scheduling system (Astra). The ESSC will support the management of the official University calendar.
EXPECTATIONS FOR ALL DOMINICAN EMPLOYEES:
To support the University's mission of preparing students to pursue truth, to give compassionate service, and to participate in the creation of a more just and humane world.
JOB COMPONENTS/PRINCIPAL DUTIES AND RESPONSIBILITIES:
Management and oversight of Astra scheduling system.
- Act as primary administrator of the university scheduling system, ensuring appropriate scheduling and use of university facilities. Develop expert level understanding of the tool to serve as the primary point of contact to address questions.
- Work in partnership with Office of the Registrar regarding classroom management.
- Serve as the primary point of contact with IT regarding Astra management, including items such as upgrades, integrations, security, and other technical needs.
- Work in partnership with Event Services Manager to identify appropriate facilities and resources for events (internal and external).
- Evaluate facility usage rates and identify capacity issues and opportunities.
- Design forms, reports and procedures to help expedite workflow.
- Serve as the primary security administrator of Astra, granting appropriate system privileges aligned with Information Technology policies.
- Provide training for Astra users and develop internal user reference guide which will include general policies and guidelines related to facility usage. Update guide as needed.
- Serve as the primary point of contact with Astra account rep.
Calendar Management
- Work with the Ex. Director of External Engagement and the Chief of Staff, to develop and maintain the University master calendar.
- Work with university departments and Event Services Manager to compile anticipated schedule of events for the academic year.
- Ensure all campus events are appropriately reflected in the Astra system.
- Research/develop and implement best practices in scheduling.
- Maintain event calendar on DUConnect, updating and revising as needed
Event Support
- Participate in the planning and management of assigned university events.
- Serve as central hub of coordination for Commencement ceremonies, ensuring that all departments involved are fully engaged and on schedule with their respective tasks.
- Serve as primary point person for events as assigned, running audio/visual equipment (microphone, projector, laptop etc), supervising student employees assigned to event, and ensuring all other support units are present as required.
- Maintain the Event Services department website.
Day of event staffing will be required for some events – some evenings and weekends are required.
Serve on university committees as assigned or delegated.
Perform other duties as requested, delegated or assigned
MINIMUM QUALIFICATIONS/REQUIREMENTS:
All qualifications are required unless otherwise indicated.
- Associate’s degree and 2-3 years’ of experience directly related to the duties and responsibilities specified.
- Experience with event planning, scheduling, space planning and customer service.
- Ability to effectively deal with internal and external customers with high levels of patience, tact and diplomacy. Maintain calm presence in stressful situations.
- Ability to work in a fast-paced environment with attention to detail.
- Ability to independently manage and coordinate numerous projects and tasks simultaneously.
- High level planning and organization skills.
- Problem solving and troubleshooting skills; resourceful and creative thinker.
- Advanced Microsoft Office skills (Word, PowerPoint, Excel, etc.)
- Familiarity with space planning/scheduling software.
- Familiarity with set up and operation of audio/visual equipment.
PREFERRED QUALIFICATIONS:
Knowledge, Skills and Abilities:
- BA/BS degree.
- Experience working with Ad Astra platform.
- Experience managing large capacity events.
- Experience working in non-profit organizations.
- Supervisory experience.
- Ability to prioritize tasks and meet deadlines.
- Prior work with college students preferred.
- Ability to sit or stand for extended periods of time.
- Ability to lift, move, and/or carry up to 40 pounds at times.
- Reliable transportation.
DOMINICAN UNIVERSITY
Dominican University is a Catholic, comprehensive teaching university located in River Forest, a suburb of Chicago. Dominican University is accredited by the Higher Learning Commission as a baccalaureate, master’s, and doctoral degree-granting institution. It is highly regarded for its academic rigor and thoughtful accompaniment of students, its intentional affordability and values-based, relationship-centered learning environment. Dominican currently enrolls over 3,300 students, which includes 2,280 undergraduates and 1,027 graduate students. Sixty-eight percent (68%) of our undergraduate students identify as Latinx, 5% are Black or African American, and 3% are Asian. Under-represented minority students, make up 77% of the DU undergraduate enrollment and 38% of the graduate enrollment. Over 90 percent of undergraduates receive some type of financial aid. Nearly half of all undergraduates are first-generation college students; over half are federal Pell Grant recipients, illustrating their families’ level of income; and 58% are eligible for low-income MAP grants from the State of Illinois. Recognized since 2011 as a Hispanic-Serving Institution (HSI), a federal designation of the U.S. Department of Education, Dominican is committed to expanding and enhancing educational opportunities for Latinx students and all students from historically underrepresented groups.
To Apply
Apply online at http://www.dom.edu/jobs. Applicants will be asked to submit a cover letter and resume with a list of 3 references.
A background screening is required.
EEO Statement
Dominican University is proud to be an equal opportunity employer and is dedicated to the goal of building an equity-centered faculty and staff committed to teaching, working, and learning in a multicultural environment. Dominican University believes that justice, equity, and inclusion are critical to our growth and development and seek to recruit, develop, and retain from a diverse pool of applicants who bring varied experiences, perspectives, and backgrounds.
If you need accommodations due to a disability, you may contact us at hr@dom.edu for assistance.
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