Manager, Facilities Scheduling

Benedictine University - Lisle, IL3.9

30+ days agoFull-time
Founded as a Catholic university in 1887, Benedictine University is located in Lisle, Illinois just 25 miles west of Chicago, and has a branch campus in Mesa, Arizona.

We are Catholic. All are welcome. Benedictine University seeks employees who understand and contribute to the University’s mission and vision. Inspired by our Catholic Benedictine mission and identity, our academic community is committed to inclusion. As an institution, we express our commitment to our identity as a Catholic and Benedictine institution through our values as they are manifested throughout the University. As such, all employees are expected to support the University’s Catholic Benedictine mission and identity and to contribute to its distinctive intellectual life in an effort to help each student and each other to thrive academically, professionally, and personally in our religiously and culturally diverse academic community.
Job Title: Manager, Facilities Scheduling

Department: Facilities Management and Planning

Reports to: Executive Director

Position Summary: The Manager of Facilities Scheduling position is responsible for planning, scheduling, organizing, and coordinating non-academic classroom reservations and residential unit assignments, for campus and non-campus users. This position exists within the Facilities Management and Planning division to ensure all classrooms, event spaces and housing unit assignments are planned efficiently for maximum utilization. It is a complex position requiring process development, cross-functional project management, strategic planning and policy development. Independent decision making is critical. Manages contract work with various software development agents.

Essential Job Responsibilities:

Develops processes essential to online scheduling software. Assists users in scheduling meetings, events, conferences and other non-academic uses by serving as one of the "super users" on campus. Collaborates with the office of Information Technology in preparing and delivering training guidance to faculty and staff users, maintaining the program database and managing upgrades. Develops complex policies involving multiple units and communicates same. Reviews and approves reservations in a timely manner, calling attention to conflicts; best uses and event systems. Uses expertise to present recommendations for implementation of a robust 25Live program on campus. Plays a strategic role to communicate reservation policy, procedure and timetables affecting all units across campus. Monitors associated 25Live software budget with IT. Actively engage in industry advancements, keeping a pulse on the facilities scheduling processes to ensure the University is working at optimum efficiency. Working with software vendor, creates custom database entries, reports and metrics.

2. RESIDENCE HALL UNIT ASSIGNMENTS: Works independently on all duties related to residential unit assignments including all residence hall suites and apartment units using StarRez. Serves as a campus "super user" and creates processes for the reservation, assignment and relocation procedures. Collaborates with the office of Information Technology in preparing and delivering training guidance to faculty and staff users, maintaining the program database and managing upgrades. Working closely with the office of Residence Life and Auxiliary Services (camps and conferences), places students into on campus housing units for maximum and efficient occupancy. Assigns unit changes during the academic year and responds to residence life office for emergency placements. Assigns units to professional staff and student residence hall advisors. Contributes to all written communications. Strategically prepares complex policies and procedures affecting the housing process. Assists in preparing information for meal plans and housing invoices. Assists with the room condition reporting system. Prepares and distributes movement, occpancy reports and room condition status reports. Supports the housing lottery program. Investigate and resolve system issues (e.g. StarRez and Peoplsoft). Working with software vendor, creates complex database entries, reports and metrics.

3. STRATEGIC PLANNING, ORGANIZATION AND COMMUNICATION: Develop, promote, and maintain a network of relationships with numerous University departments whose participation is essential for successful events and assignments. Maintain a liaison relationship including, but not limited to, student housing & auxiliary conference services, campus police, campus dining service, physical plant services, registrar office, athletics, IT department, and academic departments. Will make referrals and offer guidance to space reservationists to direct them for coordination of logistical details such as proper room selection, catering protocol, equipment rental, and other related details as necessary and appropriate. Act as a liaison between University departments and divisions regarding room utilization reports and analyis. Updates information on website pages. 4. ADMINISTRATION and SUPERVISION: Work with the department’s administrative staff to effectively archive and maintain department and project files and records, and other university-wide facility scheduling assignments. Maintain web site pages that describe functions and services of Facility Scheduling Office; provide appropriate request forms and procedures. Hire, train and supervise an Facilities Coordinator position and one (1) to three (3) student office assistants.

Education: Bachelor Degree preferred

Experience: Three to Five years of relevant work experience in higher education or hotel/conference center management.

Specific Skills: Strong organizational skills with the ability to prioritize, multitask, and meet deadlines in a complex environment. Experience with 25Live, StarRez and other scheduling software required. Experience in higher education housing administration, conference center operations or hotel reservations required. Proficient with Microsoft Office Suite applications. Excellent Customer Service. Professional verbal and written communications skills. Ability to establish and maintain effective working relationships with the public. Calendar and Schedule maintenance. Supervisory Experience.

Specific Knowledge, Licenses, Certifications: 25Live. StarRez. AutoCAD - or evidence of similar program knowledge and ability to learn programs quickly

Supervisory Responsibility (if applicable): Supervise office coordinator (future) and student employees.

Working Conditions: Cubicle Workstation

Benedictine University does not discriminate in its admissions or educational policies, programs or activities; scholarship and loan programs; athletic and other University administered programs or employment practices on the basis of race, creed, color, national origin, sex, sexual orientation, age, disability, military or veteran status, marital status, citizenship, or any other characteristic protected by applicable law. The laws applicable to Benedictine University include constitutional and statutory protections of the University's rights as a religiously sponsored institution. This policy of equal employment opportunity applies to all employment and personnel practices including, but not limited to, recruiting, hiring, promotion, training and compensation.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.

Benedictine University is an equal opportunity employer.