Event Operations and Scheduling Coordinator for the Student Center

Position Title:

Compensation:

Department:

Start Date:

About this opportunity:

Candidates for searches must have current authorization to be employed in the United States without employer sponsorship.

What you'll do and what you'll bring:

Position Function:

Support the Facilities Assignment Coordinator in the coordination and scheduling of reservations and events within the Student Center, ensuring efficient space utilization and a high-quality client experience. Manage reservation workflows, facilitate space assignments, prepare event documentation and setup plans, and provide consultation to campus and external clients. Monitor scheduling trends, generate utilization and revenue reports, and implement process improvements to enhance operational effectiveness. Serve as backup to the Facilities Assignment Coordinator as needed.

Duties & Responsibilities:

1. Serve as coordinator for Student Center space reservations and event planning inquiries; review, analyze, and respond to reservation requests; interpret policies and procedures; recommend appropriate space assignments based on event scope, capacity, and operational considerations; coordinate necessary follow-up with campus partners to ensure successful execution.

2. In conjunction with the Facilities Assignment Coordinator, facilitate comprehensive reservation scheduling for all meeting and event spaces within the Student Center and designated campus locations; optimize space utilization to maximize availability and revenue generation; assist with schedule modifications and develop systematic processes for communicating scheduling updates to clients and campus partners; provide backup support to the Facilities Assignment Coordinator as needed.

3. Develop and maintain weekly and long-term event schedules to ensure strategic allocation of space; track and input schedule changes; monitor utilization trends; generate and analyze reports using Excel-driven metrics to inform decision-making and improve efficiency, client experience, and revenue opportunities.

4. Provide event planning consultation to clients, student organizations, and departments regarding room configurations, timelines, policies, and resource needs; prepare detailed event worksheets and setup diagrams outlining space arrangements and operational requirements; recommend alternative solutions when space, scheduling, or operational conflicts arise.

5. In collaboration with Facilities Assignment Coordinator, create and implement reporting methods that align event schedules with project teams and clients to ensure timelines, space allocations, and budget considerations are maintained; perform audits of reservation processes and documentation to ensure accuracy, policy compliance, and operational effectiveness; participate in process improvement initiatives to enhance scheduling workflows.

6. Respond on behalf of the Student Center to incoming calls and requests for technical and A/V support for spaces in the Student Center; review, analyze and evaluate reported problems and related issues; implement and/or recommend appropriate solutions; call in support tickets as required to escalate issues to higher support levels for resolution.

7. Provide on-site event coordination and production support for large-scale or high-profile events, including evenings and weekends, ensuring alignment between event plans and operational execution.

8. Assign and review work, orient and train student employees, and make recommendations as to interviewing and selection, performance appraisal, compensation, and discipline.

9. Provide accurate and timely information regarding space availability to the Office of Student Life, Office of Conferences and Special Events, university departments, and external community clients; support strategic partnerships that enhance space utilization and revenue growth.

10. Collaborate with campus stakeholders to improve reservation systems and scheduling technologies that support efficient space management and reporting; recommend system enhancements that increase transparency, accuracy, and revenue tracking.

11.Maintain laptops and Chromebook, and work with IT on repair and updates for all the devices used in the reservation spaces and operations staff; evaluate A/V and computer equipment deemed failed and work with ICSS/UTS/IT to determine the appropriate actions to repair or replace the equipment.

12. Perform other related duties as assigned.

13. Maintain regular and predictable attendance as required by this position.

Minimum Qualifications:

• Associate's degree or equivalent experience.

• At least one year of related experience.

• Attendance at evening and weekend events as needed.

Preferred Qualifications:

• Bachelor's degree from an accredited institution.

• Experience working with events and conference audio/visual equipment including set-ups, connectivity and technology with familiarity with both PC andMACcomputers.

• Supervisory experience.

• Knowledge of various software applications and networking technologies.

How to apply:

For information regarding this position please reach out:

Natah Hughes at nmhughes@bsu.edu or 765-285-1850

Please follow upload instructions to attache all of the required supporting documents listed below:

• Resume (Required)

• Cover Letter (Optional)

What we offer:

At Ball State University, we understand the importance of balancing professional responsibilities with personal well-being. That's why we offer paid 10 to 24 vacation days, 12 sick days, and 10 holidays a year. Plus, our paid parental leave (6 weeks) is there for life's most significant moments. We offer affordable health and dental insurance, robust long-term disability and life insurance plans, as well a range of retirement benefits to provide financial security to you and your family. These benefits ensure that you can focus on your work and personal growth without worrying about the unexpected.

When you work for us, you are family. And to show our support of your family, we will cover 90 percent of your child's (or children's) undergraduate college tuition at Ball State. We do the same for you. In fact, we'll cover 100 percent of the tuition costs for you to earn your undergraduate degree and 80 percent of your graduate tuition. This offer is good from the very first day you start. It's just one way we do our part to uplift you.

Let's fly together toward a secure and prosperous tomorrow.

Curious about our excellent benefits package?

We have developed a calculator that show you the value of our core benefits. Select the Total Compensation Calculator - Staff (Exempt) and download our calculator spreadsheet.