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Master Calendar Coordinator

Posted by
Occidental College
|
Los Angeles, CA
New
|
Published 13 days ago

POSITION SUMMARY

Reporting to the Operations Manager for Hospitality Services, the Master Calendar Coordinator is responsible for space reservation management for the College.  Serves as backup to the Operations Manager in overall day-to-day coordination of Hospitality Services Office functions.  

SUMMARY OF DUTIES, RESPONSIBILITIES AND GOALS

  • Manages the day-to-day operation of the Master Calendar space request system. Assigns spaces to campus constituents, following appropriate guidelines.  Notifies and involves direct supervisor and the Associate Vice President in major event scheduling, and issues that require a broader perspective. 
  • Processes incoming space requests promptly, efficiently and accurately, relying on a comprehensive knowledge base of College space, policies, resources and practice. Works with College constituents to optimize appropriate space usage  
  • Maintains timely and diplomatic communication among all parties, including space requestors, building occupants and resource providers. Anticipates potential complications, shortages and proximity-related conflicts and works proactively to minimize them. 
  • Performs upload of classroom space assignments from Banner to Resource 25 prior to the start of classes each semester.
  • Coordinates daily room set-ups, turnovers and maintenance of the JSC 2nd floor meeting and dining spaces. Maintains virtual daily calendar of these spaces. Oversees technology usage in the spaces, including ensuring that all components are accounted for and functional. Ensures that proper procedures are in place for smooth communication with Events Services team and clients. Posts reservation signage on a daily basis. 
  • Adapts to rapidly changing business and technology needs. Serves as point person for new technology implementation for Master Calendar/Hospitality Services.
  • Assists in the coordination of customer service for the Hospitality Services office.  Manages client interaction: In person and via department e-mail and telephone systems. Assists students, staff, faculty, and visitors with inquiries, requests and concerns. Handles customer interactions graciously and professionally. Covers for the Operations Managers’ duties during absences.
  • Maintains Master Calendar History and Record-Keeping Systems. Creates regular and ad-hoc reports. Trains 25Live users in reporting methodology. Updates and maintains the Master Calendar and Event Planning Resources websites with information that assists the College community in understanding reporting capabilities, space reservation procedures, and event planning policies and procedures. 
  • Performs all duties in a safe manner. Takes appropriate measures to prevent hazards. Reports hazards as needed through proper channels. 
  • Contributes positively and effectively to a total team effort within Hospitality Services, including  many VIP and large special events, major projects and peak workload periods.  
  • Performs other duties as needed or assigned.

QUALIFICATIONS

  • Requires a bachelor’s degree, or an applicable combination of education and experience
  • Minimum of 2 years’ experience in a busy, multi-tasking office environment
  • Requires proficiency in office technology applications including Google Drive, MS Word and Excel. Must have experience in routinely creating and using spreadsheets. Must demonstrate ability to learn new technology quickly, including troubleshooting technology issues independently.
  • Experience in computerized calendaring applications preferred
  • Must be able to organize time and work efficiently and accurately, meeting all established deadlines
  • Must possess excellent skills in written and verbal communication  
  • Must have outstanding interpersonal and customer service skills, and the ability to consistently communicate in a prompt, professional, positive, and diplomatic manner
  • Must be available to occasionally change shift and work weekends during period of peak College need 
  • Requires the ability to work effectively within a diverse community of students, employees, faculty, staff and others 
  • Must possess a high degree of integrity, ethics and dedication to the mission of the College

APPLICATION INSTRUCTIONS


Please submit a resume and cover letter explaining how your qualifications meet the requirements of the position to resumes@oxy.edu.

Additional Information: 

Occidental is an Equal Opportunity Employer and does not unlawfully discriminate against employees or applicants on the basis of race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law. Occidental is strongly committed to increasing the diversity of the campus community and the curriculum, and to fostering an inclusive, equitable, and just environment within which students, staff, administrators, and faculty thrive. Candidates who can contribute to this goal through their work are encouraged to identify their strengths and experiences in this area. Individuals advancing the College’s strategic equity and justice goals and those from groups that are underrepresented in the field are particularly encouraged to apply. 

Salary is commensurate with experience and qualifications. A comprehensive benefits package is available that includes: excellent health, dental, life, and retirement benefits; tuition benefits for the employee, spouse, domestic partner, and dependents; additional extras including use of gym facilities and the College Library. For a detailed description of benefits, please visit https: //www.oxy.edu/offices-services/humanresources/benefits-information. 

All qualified applicants will be considered for employment, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles’ Fair Chance Initiative for Hiring Ordinance. 

Occidental College is committed to working with and providing reasonable accommodations to applicants with qualifying disabilities. If you need a reasonable accommodation because of a disability for any part of the application or employment process, please contact Human Resources (hr@oxy.edu). 

As a condition of hire for a staff position and for appointment to a faculty position, Occidental College requires that all candidates who have received a conditional offer of employment complete an application form (if they have not already done so) and consent to a background check. Satisfactory completion of a background check, along with pre-employment verifications and references are required as a condition of employment, but only as permitted by federal, state, and local law, including the City of Los Angeles Fair Chance Initiative for Hiring Ordinance.


 








POSITION SUMMARY

Reporting to the Operations Manager for Hospitality Services, the Master Calendar Coordinator is responsible for space reservation management for the College.  Serves as backup to the Operations Manager in overall…

Details at a Glance

  • Time Commitment
    Full Time Schedule

Benefits

Oxy offers excellent health, dental, life and retirement benefits, along with many other extras including use of our new swimming pool and tennis courts, weight room and gym facilities, and the College Library.

Oxy offers excellent health, dental, life and retirement benefits, along with many other extras including use of our new swimming pool and tennis courts, weight room and gym…

Location

On-site
1600 Campus Rd, Los Angeles, CA 90041, USA

How to Apply

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