Scheduling and Event Logistics Coordinator

Overview

Georgetown University comprises two unique campuses in the nation’s capital. With the Hilltop Campus located in the heart of the historic Georgetown neighborhood, and the Capitol Campus, just minutes from the U.S. Capitol and U.S. Supreme Court, Georgetown University offers rigorous academic programs, a global perspective, and unparalleled opportunities to engage with Washington, D.C. Our community is a close-knit group of remarkable individuals driven by intellectual inquiry, a commitment to social justice, and a shared dedication to making a difference in the world.

This position supports (1) room scheduling and administrative functions of the Office of Scheduling for the Capitol Campus and (2) event management logistics for events at the Capitol Campus, including Public Safety, Audio Visual, and Facilities needs that accompany event scheduling requests. Given the large volume of space requests received by the Office of Scheduling in the course of an academic year, the Coordinator is vital to ensuring that rooms are scheduled in a timely manner.

The Coordinator is responsible for researching space availability, resolving scheduling conflicts, and assigning space. The Coordinator communicates directly with students, faculty, and staff to assign space, assist with scheduling changes, handle rescheduled classes, and convey policies and procedures through face-to-face meetings, phone consultations, and email communication with students, staff, and faculty submitting event scheduling requests and inquiries about space availability and scheduling needs.

The Coordinator also provides administrative support for the Assistant Director of Scheduling including processing requests involving Public Safety, Audio/Visual and Facility needs using the University’s Event Management System (EMS) software program. This process includes coordinating with the A/V and Facility Departments in order to resolve scheduling conflicts. The Coordinator processes A/V and Facilities requests for rescheduled classes and class review sessions, in addition to Distance Learning Classes, including coordinating the daily work schedules for all A/V staff members and providing administrative support for the Special Event Facility Manager.

This position also assists the Office of Events Management during large events, and the Office of Student Life programs for students, including the Evening Student Reception and Orientation programming.

The Coordinator is part of the Office of Event Management and Scheduling team and reports directly to the Assistant Director of Scheduling. S/he works directly with the Capitol Campus Facilities Department, and A/V Department on the room scheduling functions and class and event facilities and A/V requirements. The work of this position requires the Coordinator to interact with faculty, staff, and students on a daily basis.

Departments rely on receiving timely and accurate space confirmations for all events. The Coordinator works directly with the Deputy Director of Events Management on special projects related to EMS and other scheduling related systems. The Coordinator also assists the Office of Student Life with some student programs, as needed. This position will represent the Office of Event Management and Scheduling as well as the Capitol Campus to internal and external constituencies including VIPs.

Consequently, the person in this position must possess excellent interpersonal skills, demonstrate professionalism at all times, and exercise good judgment and discretion.

• Bachelor’s Degree
• 2-4 years of prior work experience in an event management environment is required.
• Technical qualifications:
  Strong computer skills.
• Familiarity with Event Management Software (EMS) a plus or willingness to learn the EMS Software is essential.
• Strong analytical skills and attention to detail is necessary.
• Ability to prioritize competing demands in an office that plans hundreds of events during the academic year.
• Multi-tasking abilities is a must.
• A high degree of autonomy and self-initiative, with the ability to work without close supervision.
• Ability to…