Facilities Scheduling Specialist

Classification Title Job Title Facilities Scheduling Specialist FLSA Non-Exempt Location Main Campus Position Length Full-time

Position Summary Information

Job Summary

The primary responsibility of the Facilities Scheduling Specialist is to perform a variety of duties associated with coordinating, scheduling, and maintaining the utilization and the scheduling of campus space and campus events. The Facilities Scheduling Specialist supports the coordination of events, and campus leasing.

Essential Duties and Responsibilities

• Coordinates, schedules, and maintains the utilization and scheduling of the College facilities, including event facilities and other meeting areas of the College.

• Coordinates services needed related to performance and meeting areas, including security, custodial, and other technical requirements needed for an event.

• Coordinates services for events, including facilities, signage, displays, equipment and other set- up needs.

• Ensures that event files are complete and all requirements are met.

• Keeps appropriate event records conforming with records retention.

• Inspects event facilities to ensure that they conform to event requirements.

• Monitors event activities to ensure compliance with college procedures and resolves any problems that arise.

• Works with clients (internal and external) to identify needs and provides appropriate equipment.

• Provides exceptional customer service to event participants and assists in resolving complaints and issues.

• Prepares and maintains contracts and agreements with off-campus users; provides billing services and reports.

• Accesses, inputs and retrieves information from computer.

• Orders and stocks office supplies as necessary and processes purchases of such items.

• Assists with writing specifications for purchases or service contracts for equipment, including entering purchase requisitions as necessary.

• Attends the workplace regularly, reports to work punctually and follows a work schedule to keep up with the demands of the worksite.

• Completes duties and responsibilities in compliance with college standards, policies and guidelines.

• Promotes positive morale and teamwork within the functional unit and provides exceptional customer service to students, faculty and the community.

• Uses interpersonal skills and makes sound judgments to decide how duties and responsibilities are completed between coworkers, the supervisory chain, faculty, staff, students, and customers.

• Completes all required training and professional development sessions sponsored by Texas Southmost College (TSC).

• Supports the values and institutional goals as defined in the College's Strategic Plan.

• Assists with the process for systematic review and evaluation of the planning unit per the model adopted by the College, including the development and monitoring of outcomes and plans of action for improvement based on the assessment of those outcomes and plans.

• Working hours include evenings, holidays or weekends depending on deadline requirements and special events.

• Performs duties and responsibilities within a high-tech all-digital environment.

• Performs other duties as assigned.

Required Knowledge and Skills

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

• A strong commitment to the mission of the community college.

• Experience in planning and coordinating events, including meetings and conferences.

• Demonstrated organizational skills in handling, directing, and prioritizing multiple and complex assignments/projects and maintaining records.

• Ability to work under pressure with multiple interruptions and meet deadlines.

• Ability to coordinate facility usage and events through a scheduling software, such as Ad Astra, and track event information in spreadsheets.

• Demonstrated experience handling a large variety of details, generating reports, and working with all levels of an organization.

• Ability to assimilate to specific software.

• Ability to grasp concepts and procedures quickly.

• Strong detail orientation and ability to multi-task with little direct supervision.

• Strong judgment, decisiveness, and interpersonal skills to work effectively with employees at all levels of the organization.

• Cooperation team player in a diverse working environment.

• Ability to thrive in a fast-paced, customer-service oriented collaborative team environment.

• Ability to establish and maintain positive and effective working relationships with students, College employees and the public.

• Excellent customer service skills and interpersonal skills.

• Excellent oral and written communication skills.

• Ability to handle sensitive and extensive confidential data.

• Problem solving skills and the ability to lead, instruct, handle a large variety of details and to work with all levels of organization.

• Proficient in the use of e-mail, word processing, spreadsheet, database, and presentation software and use of the Internet to access data, maintain records, generate reports, and communicate with others.

Required Education and Experience

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the education and experience required.

• Associate's degree from an accredited college or university.

• Minimum of two (2) years of coordinating facilities and events in a fast-paced environment.

Preferred Education and Experience

• Bachelor's degree from an accredited university.

• Experience using a facility scheduling software such as ad Astra.

• Bilingual (English/Spanish).

Certificates and Licensures

None required.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit; use hands and fingers to handle objects, tools, or controls; reach with hands and arms; and talk or hear. The employee is occasionally required to stand; walk; climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee occasionally works near moving mechanical parts. The noise level in the work environment is usually moderate.

Notes:

The duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Posting Detail Information

Posting Number 2024035TSC Open Date 04/09/2023 Close Date Open Until Filled Yes Special Instructions Summary

Transcripts (unofficial) are required to be attached to applications for all positions with an educational requirement (Faculty/Staff/Administrative).

Your application is not considered complete until all required documents have been attached.

Attachments must be in PDF or Microsoft Word format and must be no larger than 2 MB.

You will not be able to attach documents after your application has been submitted.

Please Note: Official transcripts are only required if recommended for hire. Please Note: Official transcripts are only required if recommended for hire.

Official transcripts shall be sent directly from the issuing institution to the College District's Office of Human Resources and must include documentation of all credit earned, including the education requirements that specifically qualifies the applicant for the position. The address to send all transcripts is:

Texas Southmost College

Office of Human Resources

80 Fort Brown, Tandy 105

Brownsville, Texas 78520

For eTranscripts please use email address: irene.buitureida@tsc.edu

The College District recognizes equivalent credits and degrees earned from foreign universities. The equivalency shall be determined by translation and evaluation from a member of the National Association of Credential Evaluation Services (NACES). For more information please visit: www.naces.org.