Staff Assistant, Reservationist/Scheduling Software System Administrator, Conference Event Services - Worcester State University

Worcester State University Worcester , MA 01601

Posted 4 weeks ago

Job Description:

OFFICIAL TITLE: Staff Assistant, Reservationist/Scheduling Software System Administrator

for Conference and Event Services

SUPERVISION RECEIVED: Director of Conference and Event Services

SUPERVISION EXERCISED: May supervise student employees

General Statement of Duties: The Staff Assistant, Reservationist/Scheduling Software System Administrator for Conference and Event Services is primarily responsible for managing the room reservation software to include day-to-day system operations and software upgrades. The administrator will support end users with training and system user authorization, and assist in scheduling of space.


(E) = Essential

  1. (E) Responsible for the overall system administration of the university's room scheduling software. Provides guidance, expertise, and oversight in the facilitation of efficient and optimized non-academic scheduling of university facilities.

  2. (E) Manages day-to-day system operations and infrastructure maintenance including, but not limited to: security group assignment; scheduling/editing blackouts; task flow management; and room and resource inventory updates.

  3. (E) Troubleshoots system malfunctions, resolves incidents, and consults/coordinates with IT and/or scheduling software vendor regarding updates and technical issues as needed. Monitors the progress of unresolved incidents and reports their status to the director.

  4. (E) Serves as the primary contact to end-users providing support, training, and managing rights/authorization within the system. Develops/updates training manuals/programs and conducts trainings for end-users on a regular basis. Provides assistance and information to end-users regarding facility use and capabilities. Maintains contact with end-users via telephone, email, and written correspondence.

  5. (E) Identifies information demands and translates these into new functionality aimed at optimal system use. Generates/assigns custom reports to ensure accurate and consistent flow of information regarding facility usage to various departments including Facilities, University Police, and Dining Services.

  6. (E) Identifies compatibility and facilitates integration of applicable campus systems where possible (HVAC, work orders, catering, etc.).

  7. (E) Collaborates with Marketing and other departments to improve functionality of calendar publication and ensure accuracy of information posted on university calendars.

  8. (E) Works closely with the Registrar's Office, Athletics, and other offices to coordinate room assignments, maximize utilization of facilities, and resolve scheduling conflicts. Acts as a liaison between university departments and divisions regarding room utilization reports, analysis, policies and procedures.

  9. (E) Responsible for carrying out office/university policy with respect to the management of the room scheduling software.

  10. (E) Participates in, and has knowledge of, the professional organizations relevant to higher education conferencing and event planning.

  11. (E) Serves as point-person to receive telephone calls for the department and relays pertinent messages regarding function space and potential revenue sources.

  12. May be responsible for copying, scanning, filing, email, and other similar office functions, as assigned.

  13. (E) Demonstrates civility and professional, customer-service oriented behavior, worthy of emulation by other staff and students.

  14. (E) Responsible for contributing to the WSU Strategic Plan.

  15. (E) Responsible for contributing to Equal Opportunity/Affirmative Action objectives.

  16. Performs other duties as assigned.


Required Qualifications:

1.Bachelor's degree.

2.2 - 5 years' experience in the field of event and/or facility management.

3.Excellent computer skills including proficiency in administration of room scheduling software; preferably with 25Live.

4.Capacity to quickly become proficient in new software and software upgrades, and to train others.

5.Strong organizational and communication skills.

6.Ability to handle multiple responsibilities simultaneously, meet deadlines, and work independently.

7.Must be detailed-oriented.

8.Must be highly motivated.

9.Must demonstrate a high degree of judgment, problem solving and resourcefulness.

  1. Must have a commitment to excellent customer service.

  2. Must have the ability to organize, conceptualize and prioritize objectives.

Preferred Qualifications:

1.Experience in event coordination.

2.Experience in software administration; preferably 25Live.

Additional Information:

Worcester State University is an Affirmative Action/Equal Opportunity Employer which seeks to reflect the diversity of its community.

The firm annual salary range for this full-time, benefited APA position is: $45,000 - $50,000

Application Instructions:

All applicants must apply online at

Expected documents for submission include a cover letter, resume, and a list of three professional references with contact information. Applicants must complete the National Student Clearinghouse Authorization form or submit the official transcript of highest degree.

All information that can be uploaded to one's e-account should be done so by the applicant; information which cannot may be faxed to 508-929-8169 or emailed to, or may be sent to the following address:

Director of Human Resources

Worcester State University

486 Chandler Street

Worcester, MA 01602-2597

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Staff Assistant, Reservationist/Scheduling Software System Administrator, Conference Event Services - Worcester State University

Worcester State University