NONEXEMPT

JOB DESCRIPTION

JOB/POSITION TITLE:       Scheduling and Special Events Officer

EEOC CODE: D                                             REVISION DATE: May 17, 2000

DIVISION: Physical Plant                              DEPARTMENT: Director’s Office

TITLE OF IMMEDIATE SUPERVISOR: Director of Physical Plant

PRIMARY PURPOSE: The purpose of this job is to  identify needs, schedule and coordinate the setups for classes, activities, church meetings and non-school functions in BYU-H facilities.

ESSENTIAL DUTIES/FUNCTIONS:

 Confirms classrooms for academic and non-academic use each semester.  Eliminates double bookings and assigns rooms for classes previously not assigned.

 Schedules rooms and facilities daily for classes, meetings, activities, rehearsals, luncheons, etc.  Assesses potential activities for compliance with university standards and regulations prior to scheduling a proposed event.

 Determines special requirements and communicates assignments and needs concerning information such as sound and lighting, security, custodial, air conditioning, etc., in order to ensure facilities are ready when needed.  Coordinates with Custodians to ensure that special events are setup properly.  Makes note of and reports discrepancies for future reference. 

 Creates the master calendar  for the University and clears it with the University Calendaring Board and the President’s Council.  Also, updates the University web page with a current copy of the calendar.

 Attends Calendar Board meeting on  a weekly basis and presents various facility requests.  Communicates board decisions back to individual requesters.  Coordinates a yearly master calendaring meeting each Spring.

  OTHER DUTIES/FUNCTIONS:

 Supervises  two student workers, ensures appropriate training to facilitate and assist scheduling officer.

1Assesses equipment needs of University and makes recommendations for purchases to Director.

  Schedules facilities for  conference groups  and CITO (Center for Instructional Technology and Out reach) with CITO.

 Reports broken or damaged equipment to appropriate department.

 Attends appropriate conferences and workshops to remain current with industry and trends.

 Performs other tasks as directed.

 WORKING CONDITIONS:

 Equipment Used:  Computers, typewriter, Fax machine, Xerox machine, telephone, adding machine, cellular phone, radio, pager.

 Work Hours: 8:00am-5:00pm, Mon-Fri.  May be requested to work overtime or adjust work schedule  by supervisor.

 Job Hazards:  Work normally performed in an office environment under pleasant conditions.  Job hazards include, but are not limited to possible eye strain from prolonged use of computer and carpal tunnel syndrome.  May also be required to do a moderate amount of lifting and moving equipment.

 MENTAL DEMANDS: Requires ability to make decisions under pressure and coordinate various tasks simultaneously.    Requires ability to assess departmental needs and to supervise/oversee various requests.  Must have good long term memory with the ability to remember minute details and to recall previous events years past.  Must remain alert and pleasant.  Requires solid public relation skills.  Must be able to mediate disputes diplomatically with staff members, board members and clients whose needs may have not been met.

 PHYSICAL DEMANDS: Requires good health in order to go back and forth between departments.  Also requires a moderate amount of lifting of up to 50 lbs. as well as sitting in one place. 

 QUALIFICATION REQUIREMENTS:

 Skills/Knowledge:      Must be able to discern the potential of a room by way of capacity, special functions, etc.  Must also have general computer skills, ability to read and write on a college level, excellent telephone skills, and the ability to work well with others. 

 Education/Training:  On-the-job training provided.

Experience:   On-the-job training provided.General office experience as well as supervisory experience is preferred