Oregon State University Hiring for Rec Sports Scheduling and Events Coordinator Job at Corvallis, OR Full Time

• We are solution oriented
• We are stewards
• We are innovative
• We are educators
• We extend respect and build trust

Position Duties

• Coordinates Rec Sports Scheduling and Events, including recommending and managing area budgets and coordinating facility rentals for Rec Sports functional areas, OSU departments and student organizations and external organizations (including but not limited to camps, school groups, youth organizations, non-profit and for-profit organizations).
• Recruits, hires, trains, schedules, supervises, evaluates and fires (or recommends) student staff. Directs information for student staff regarding logistics, including set-up, tear down, staffing, multi-media and special needs for each event.
• Serves as a resource to groups planning events by arranging for services and directing groups to appropriate vendors.
• Ensures compliance with university policy and departmental guidelines, federal, state, regulations and contractual agreements.
• Oversees purchase, inventory and maintenance plans of equipment utilized by rental groups.
• Oversees internal and external communications, regarding event rental impacts on Rec Sports and OSU operations.
• Responsible for the development, reporting and interpretation of service level and customer satisfaction performance metrics.
• Provides research, analysis and consultation regarding Facility Rental strategies to promote the desired return on investment.
• Identifies opportunities and boundaries for program and rental expansion/contraction in alignment with department and student priorities
• Identifies, recruits and retains rental clients whose rental function is most aligned with sport facilities use.
• Sets facility rental and space use priorities that balances service to the campus community with revenue goals.
• Sets Facility Rental revenue goals.
• Actively recruits campus groups, for profit camps or events and other additional user groups for additional event revenue.
• Develops proposals, responds to inquiries and moves client from prospect to contract.

• Coordinate the scheduling of all aspects of Rec Sports facility spaces, including 200,000+ square feet of indoor space and 13+ acres of outdoor playing fields and activity spaces.
• Review and approve all reservation/event requests for indoor and outdoor spaces for both internal and external groups.
• Prepare facility use agreements for rentals and ensure proper routing for approval process.
• Identify solutions for scheduling and event challenges and resolve any event related conflicts that may occur during the event planning process. Handle sensitive scheduling issues and facilitate collaboration on facility space usage within the department/unit.
• Collaborate with Rec Sports staff to plan event facility usage, staff coverage and setup/tear down.
• Oversees the configuration and utilization of scheduling and operations software platforms to ensure efficient billing and payment process.
• Make recommendations and implement changes regarding policies and procedures pertaining to facility usage, including setting priority usage guidelines (by term and annually).
• Serve as the liaison and main point of contact for university constituents regarding facility scheduling, rentals and events and overall usage of Rec Sports spaces.
• Coordinate with the Operations and Marketing and Communications Teams regarding communication pertaining to hours and use conflicts in Rec Sports facilities.
• Provide client with point of contact and collaborate with other event service providers’ on-campus and off, including: University Housing and Dining Services, OSU Conference Services, Memorial Union, Student Health Services, OSU Athletics, OSU Media Services and Corvallis Tourism.
• Collects, reviews, analyzes and reports on facility use patterns.
• Prepare trending reports and data collection as it relates to past, current, and future scheduling patterns.
• Track facility and equipment usage to determine high and low usage times. Ensure best use practices and make purchasing recommendations based on data.
• Transport equipment for events using a university vehicle.

• Initiate, strategize and complete term and annual activity planning process with Rec Sports staff.
• Collect and enter all activity details required for registration, scheduling, operations and marketing, ensuring the information is also visible via proactive messaging and communication platforms for the internal and external community.
• Complete activity and facility/equipment scheduling process, including resolving conflicts and inconsistencies.
• Update and maintain department master file of schedule activities and events.
• Coordinate with the Associate Director Marketing and Communications to ensure appropriate information is captured for, marketing, maintenance and IT oversight.
• Serve as a Fusion (Rec Sports recreational sports management software) and Mazevo (Rec Sports events management software) and Localist (University Event Calendar) resource specialist
• Ensure all Rec Sports program information is accurately entered into Fusion (Recreation Management Software).
• Advise internal and external partners in best practices in event planning, including linking to external resources and vendors.
• Actively participate and understand University wide guidelines pertaining to event scheduling and the development of consistent event planning across Rec Sports.
• Serve on department Facility Use Committee.

• Oversees Events team student employee hiring, training, scheduling, supervising, evaluating and termination
• Coach and mentor students with the focus of enhancing their career readiness and student development.
• Create and manage student staff schedules and budget, identifying the most appropriate staffing mix needed to support event administration and even execution.
• Communicate and coordinate event staffing needs with the appropriate Rec Sports parties.

• Communicate on a regular basis in person, by telephone, and in writing with institution staff, other institutions, private organizations and/or the general public to provide or request information, respond to questions and complaints, determine nature of services to be provided, and explain state/federal laws, rules and regulations, and institution policies and procedures.
• Manage the processes of daily, term and annual facility scheduling, including setting deadlines and protocols. Review the processes on an annual basis and alter to best meet departmental needs.
• Collaboratively work with other schedulers across campus and in the department.
• Determine facility availability and suggest alternatives both on site and at other campus venues.
• Identify scheduling conflicts, adjust schedules, verify schedules and ensure appropriate billing.
• Prepare event timelines, diagrams and information to ensure Event Planners, Operations Coordinator, Maintenance and Building Services, Area Coordinators and student staff are empowered to successfully host activities in Rec Sports facilities.
• Collaborate with the Operations and Membership Coordinator to ensure seamless event execution and communication among events and operations teams.
• Collect client information and manage systems to convey all appropriate information to each affected party, including vendors, waivers, permits insurance and additional data as warranted.
• Ensure all materials, including risk management, contracts, financial billing and department approved refunds, are processed efficiently and effectively as outlined by OSU & Rec Sports guidelines.
• Collect feedback and suggestions as they relate to event booking, procedures and improvements.

• Collaborate with the Operations and Membership Coordinator to ensure events coverage and provide Events Staff to cover Operations Team needs when necessary.
• Provide appropriate administrative support and student supervision for the Operations and Membership Coordinator when needed.
• Participate in Operations/Events collaborative trainings when appropriate.
• When needed, provides on-site supervision for student employees and participants to ensure Rec Sports and University policies and procedures are adhered to in facilities.

• Participates in the development of Scheduling and Events area long term and short-term strategic planning in areas of programs, personnel, department policies, budgets and facilities and risk management.
• Represents Recreational Sports at division, university and community levels in areas such as, committee work, program development and community engagement. Pursues professional development opportunities. Other duties as assigned by supervisor.

Minimum/Required Qualifications

• Bachelor’s degree in Management, Human Sciences, Public Health, Business, Education, Communications or related field.
• Progressive experience with scheduling, rentals and/or events.
• Demonstrated experience, ability and knowledge of event planning.
• Knowledge of budget management principles.
• Knowledge and ability in student development, supervising, training, and evaluating of student employees
• Excellent written and oral communication skills.
• Experience interacting directly with customers and/or customer service experience.
• Experience with electronic data management.
• Proven ability to build and maintain collaborative working partnerships with stakeholders to accomplish department goals and initiatives.
• Demonstrated organizational skills to prioritize workload and meet work assignments while handling multiple tasks and deadlines.
• Demonstrable commitment to promoting and enhancing diversity, such as the ability to build relationships with a diverse group of stakeholders.
• Certifications in CPR for the Professional Rescuer with AED, Standard First Aid and Blood Borne Pathogens/Universal Precautions within 90 days of hire.
• This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a Criminal History Check and be determined to be position qualified as per OSU Standard 576-055- 0000 et seq. Incumbents are required to self-report convictions.
• This position requires driving a university vehicle or a personal vehicle on behalf of the university; therefore, the incumbent must successfully complete a motor vehicle history check, possess and maintain a current, valid driver’s license in their state of residence, be determined to be position qualified and self-report convictions as per University Policy 05-030.

Preferred (Special) Qualifications

• Experience processing contracts and/or certificates of insurance.
• Experience with Fusion database application or comparable system.
• Experience with Mazevo Scheduling Software or comparable system.
• Experience in financial billing.

Working Conditions / Work Schedule

• The services provided by the Facility Rental and Events staff occur seven days a week. The Events Coordinator may need to occasionally adjust their schedule to accommodate event needs on evenings and weekends.
• Employee may need to push, pull, lift and carry objects.
• Typical work schedule will be between 8 a.m. – 5 p.m. including evening and weekend hours to engage, supervise, and support Events staff and participants.
• Primarily office setting, but occasionally requires a person to be active in set-up to clean-up of events.

This position requires a clear and unambiguous commitment to compliance of all National Collegiate Athletic Association (NCAA) regulations for Division I (FBS) universities. No