Manager, University Event Scheduling and Special Projects

American University is a student-centered research institution located in Washington, DC, with highly-ranked schools and colleges, internationally-renowned faculty, and a reputation for creating meaningful change in the world. Learn more about American University

Department:

University Event Scheduling

Time Type:

Full time

Job Type:

Regular

Flsa Status:

Exempt

Work Modality:

Hybrid 01 (On Campus 3-4 Days/Week)

Union:

SEIU Local 500 - Provost & Enrollment DivisionThis position is part of a collective bargaining unit represented by SEIU Local 500 - Provost & Enrollment Division. That means the terms and conditions of your employment are governed by university policy (including the Staff Personnel Policies Manual) and any collective bargaining agreement entered into between American University and SEIU Local 500 - Provost & Enrollment Division.

Job Description:

Summary:

The Manager, University Event Scheduling and Special Projects, serves as the cross-departmental leader for University event scheduling practices campus-wide. This individual develops, implements and trains staff across all divisions on event contracting and scheduling procedures. This individual directly processes, contracts and coordinates resources and approvals for complex University and Hosted External events. This position also manages key special projects including Advance Scheduling (the annual pre-assignment of Cabinet-approved priority programs across all University facilities). This individual supports end user access and training for the University enterprise system for space scheduling; and provides back-up as needed for University Center facility operations.

Essential Functions:

• Processes, draws contracts, and coordinates resources and approvals daily for complex University and Hosted External events.
• Coordinates and facilitates meetings with event planners and campus resource providers to help customers and mitigate University risk.   
• Initiates and finalizes contracts and invoices for use of University space and resources ensuring receipts of payment and insurance. 
• Effectively evaluates University resource needs and provides guidance to customers to ensure customer satisfaction. 
• Manages the annual Advance Scheduling Process, coordinating space reservations for Cabinet-approved priority programs in Admissions, Special Events, New Student and Family Programs et al.
• Plans and implements educational outreach initiatives for improved user experience for event planners (over 1,000), space schedulers and resource providers (over 250). 
• Produces and publishes content, leads workshops/trainings, and collects and analyzes feedback for continuous process improvement. 
• Assists with enterprise system data maintenance, managing user access, and other data maintenance projects as needed. 

Competencies:

• Serving Customers.

• Prioritizing And Organizing.

• Acquiring and Analyzing Information.

• Supporting Coworkers.

• Championing Customer Needs.

• Making Accurate Judgments and Decisions.
• Evaluating and Implementing Ideas.

• Developing Plans.

Position Type/Expected Hours Of Work:

• Full-Time.

• 35 hours per week.
• 9am - 5pm schedule, Monday - Friday.

Salary Range:

• $52,938 - $54,000 annually.

Required Education And Experience:

• Bachelor's degree or equivalent.
• 1 - 3 years of relevant experience.

Preferred Education And Experience:

• Knowledge of/experience with EMS or other scheduling software is strongly preferred. 
• Knowledge of and experience with event planning is preferred.

Additional Eligibility Qualifications:

• Strong oral and written communication skills, organizational abilities and attention to detail are essential.
• Demonstrated time management skills; demonstrated problem-solving and customer service skills. 
• Proficiency in standard office software applications.
• Ability to work with little supervision, managing multiple tasks simultaneously and to work effectively with diverse constituencies and across administrative lines essential.

Other Duties:

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Benefits

AU offers a competitive benefits package including a 200% matching retirement plan, tuition benefits for full-time staff and their families, several leadership development certificates, and has been recognized by the American Heart Association as a fit-friendly worksite. Click here to learn about American University's unique benefit options.

Other Details

• Hiring offers for this position are contingent on successful completion of a background check.
• Employees in staff positions at American University must deliver their services to the university from either the District of Columbia, Maryland, or Virginia, or perform work on-site at the university.
• Please note this job announcement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
• American University is an E-Verify employer.

Current American University Employees

American University current employees must apply through their employee Workday account. If you are a current employee at American University, please log into Workday and select the Find Jobs report which will take you to our internal career listings.

Contact Us

For more information or assistance with the American University careers site, email theworkline@american.edu.

American University is an equal opportunity, affirmative action institution that operates in compliance with applicable laws and regulations. The university does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), age, sexual orientation, disability, marital status, personal appearance, gender identity and expression, family responsibilities, political affiliation, source of income, veteran status, an individual’s genetic information or any other bases under federal or local laws (collectively "Protected Bases") in its programs and activities.