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Clsrm & Evnt Schdulg Cord
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Position Number: 3877894
Location: Augusta, GA
Position Type: Conference and Events Administration

Clsrm & Evnt Schdulg Cord

Augusta University

About Us
Augusta University is Georgia's innovation center for education and health care, training the next generation of innovators, leaders, and healthcare providers in classrooms and clinics on four campuses in Augusta and locations across the state. More than 9,000 students choose Augusta for educational opportunities at the center of Georgia's cybersecurity hub and experiential learning that blends arts and application, humanities, and the health sciences. Augusta is home to Georgia's only public academic health center, where groundbreaking research is creating a healthier, more prosperous Georgia, and world-class clinicians are bringing the medicine of tomorrow to patient care today.

Location
Augusta University -
Our Summerville Campus: 2500 Walton Way, Augusta, GA 30904

College/Department Information
The Division of Information Technology's mission at Augusta University is to anticipate and respond effectively to a changing world with agile, innovative, robust and secure services that: educate and inspire students, empower clinicians, educators, researchers and administrators, advance learning, discovery and care.

Job Summary
The Classroom & Event Scheduling Coordinator will serve as a functional administrator for the scheduling and space management system, EMS, and is primarily responsible for scheduling academic classes and enterprise events on the Health Science Campus & the Summerville Campus. The incumbent will also be responsible for scheduling of university space to maximize space utilization of classrooms and meeting spaces and monitor the schedule to ensure compliance with classroom and event scheduling along with USG standards. The duties include but are not limited to: contribute to the efficient use of classroon space to meet academic requirements; contribute to the efficient use of meeting and special event space to meet enterprise requirements; prepare, communicate, and distribute the academic schedule for all colleges on both campuses; maintain the EMS system, working with the EMS vendor to resolve issues and keeping the system updated; maintain the EMS Master calendar site as administrator; have a clear understanding of technical AU's audio/visual equipment/services offered and AU's instructional systems; provide event scheduling for the University and general public by viewing and authorizing event requests, monitoring and tracking reservations and logistical information; provide logistical information to academic and administrative schedulers such as space, event description, and technical requirements; provide EMS training to all AU staff, faculty, and students; work closely with senior leadership administration support; manage contracts, billing, and related processes and procedures related to room usage and support cos by internal and external entities; and perform all other duties as assigned.

Responsibilities
The job duties include, but are not limited to:

CONTRIBUTES TO THE EFFICIENT USE OF MEETING & SPECIAL EVENT SPACE- Prepare, communicate, and distribute the academic schedule each academic term for all colleges. Prepare monthly space utilization reports in Excel format with charts/graphs. Maintaining communication and relationship with Registrar's Office. Maintaining communication and relationship with each college on both campuses. Maintaining communication and relationship with appropriate classroom support organizations including instructional support, audiovisual support, facilities, and related units. Maintaining the flow of the scheduling information from Banner to EMS. Identifying scheduling errors and conflicts by creating searches in EMS and resolving course placement requests, disputes, and conflicts among academic needs.

COMPLYING WITH CUSTOMER SERVICE STANDARDS- Expertly administering the enterprise scheduling and event management software system, EMS. Maintaining communication and relationship with President's Office; Provost's Office; Special Events, Communications, External Affairs, Alumni Affairs, and related units and negotiates trades and conflicts regarding academic classroom space. Maintaining communication and relationship with appropriate event support organizations including instructional support, audiovisual support, facilities, and related units. Identifying and resolving scheduling errors or conflicts by creating searches on the scheduling system and resolving event placement requests, disputes, and conflicts among enterprise needs. Scheduling special events and meetings in compliance with classroom and event scheduling, coordination of support staff, and related AU space policies. Technical knowledge of the audiovisual services offered and instructional systems in AU spaces.

EXPERT ADMINISTRATOR OF ENTERPRISE SCHEDULING SYSTEM (EMS)- Provides event scheduling for the University and general public by viewing and authorizing event requests, monitoring and tracking reservations and logistical information; provide logistical information to academic and administrative schedulers such as space, event description, and technical requirements, and determining when an event request requires further review. Runs/assigns/distributes daily AV support schedule to IT support staff. Resolves issues/provides patches and updates from EMS vendor. Creates new EMS Client user accounts, trains users on the application. Provides guidance when applicable to Classroom & Event Scehduling Coor. for Summerville Creates various space utilization reports based off of USG standards.

HELP IMPROVE THE CLASSROOM AND EVENT SCHEDULING PROCESS AND OPERATIONS- Troubleshoot system and problem errors. Working with IT analysts to maintain EMS. Ensure good communication is kept with all department and colleges amount the enterprise about any training opportunities or upcoming changes in the classroom and even scheduling area. Oversee the proper use of EMS by other area schedulers using EMS.

PROVIDES INFORMATION TO HIGH-LEVEL DECISION MAKERS-Provides information to high-level decision makers by running queries, room matrixes, time conflict reports, confirmation reports, inventory reports, room utilization reports, and building utilization reports and developing comparative data modules, graphs, and spreadsheets.

MANAGES CONTRACTS,PROCESSES,& PROCEDURES-Manages external user contracts, billing, and related processes and procedures related to room usage and support costs by internal and external entities.

FACILITATES & COORDINATES CHANGES-Facilitates and coordinates changes to scheduled rooms by re-assigning rooms in the event of an emergency or classroom equipment failure; assisting law enforcement authorities in locating classrooms or events; coordinating with AU Police and Facilities for maintenance issues, coordinates building opening and closing; reassignment of department courses; providing alternative schedule options for classes and events.

OTHER DUTIES- As needed, assist with ITS administrative functions to include but not be limited to screening visitors, answering the telephone, sorting mail, badge, moving and key requests. Perform all other duties as assigned.

Required Qualifications
High School diploma, GED or equivalent from a recognized State or Federal accrediting organization with four years of experience working with enterprise software applications (such as an event/scheduling system), experience with relational databases such as SQL including running queries, creating tables, and working with word processing and spreadsheet applications.

Preferred Qualifications
Experience in maintaining a facilities or scheduling database application, experience using instructional systems (Echo360); providing technical training to end-users, working in a higher education environment, and working as a functional administrator for an enterprise application system

Knowledge, Skills, & Abilities
KNOWLEDGE
Proficient in Microsoft Office
Functional knowledge of an enterprise system such as an event scheduling system or other large-scale corporate application.

SKILLS
Skills in dealing with a variety of personalities and in difficult circumstances
Excellent interpersonal communication skills and written communication skills
Excellent organizational skills and analytical skills.
Data entry and keyboarding skills
Accuracy and attention to detail.

ABILITIES
Ablility to manitain confidentiality
Ability to interpret and respond to user problems
Ability to lead meetings and present presentations to employees, staff, peers, and upper management
Ability to work in a highly stressful environment with short deadlines and competing priorities
The ability to work independently without direct supervision.

Shift/Salary/Benefits
Shift Days/ M-F
Pay Grade 14
Salary Minimum $17.40/hourly-$19.23/hourly
Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position

Recruitment Period: 2/6/2023 - Until Filled
Augusta University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees.

Benefits that may be elected could include health insurance, dental insurance, life insurance, Teacher's Retirement System (or Optional Retirement Plan), as well as earned vacation time, sick leave, and 13 paid holidays.

Also, our full-time employees who have been employed with us successfully for more than 6 months can be considered for the Tuition Assistance Program. Consider applying with us today!

Conditions of Employment
All selected candidates are required to successfully pass a Background Check review prior to starting with Augusta University.

All employees are responsible for ensuring the confidentiality, availability, and integrity of sensitive [patient, student, employee, financial, business, etc.] information by exercising sound judgment and adhering to cybersecurity and privacy policies during their employment and beyond.

Other Information
This position is also responsible for promoting a customer-friendly environment and providing superior service to our patients, students, faculty, and employees. "Augusta University is a patient-and family-centered care institution, where employees partner every day with patients and families for success."

Augusta University is a tobacco-free environment, and the use of any tobacco products on any part of the campus, both inside and outside, is strictly prohibited.

Equal Employment Opportunity
Augusta University is proud to be an equal opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.

How To Apply
Consider applying with us today! https://www.augusta.edu/hr/jobs/
Select University Faculty & Staff > External Applicants if you are a candidate from outside the university
Select University Faculty & Staff > Internal Applicants if you are a current university employee
If you need further assistance, please contact us at 706-721-9365

To apply, please visit: https://careers.hprod.onehcm.usg.edu/psp/careers/CAREERS/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=12000&JobOpeningId=254261&PostingSeq=1