Event Services System Coordinator
Dominican University
- River Forest, IL
- Permanent
- Full-time
- 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.
- 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
- 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.
- 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.
- 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.