Rutgers, The State University of New Jersey, is seeking a Program Coordinator I for the Office of Scheduling and Space Management. This position reports to the Assistant Director of Exams and Events in the Office of Scheduling and Space Management. The Program Coordinator I is responsible for tasks related to the assignment of academic space at Rutgers University-New Brunswick, primarily for events and both midterm and final exams. The PC I schedules and supports the scheduling and assigning of academic space for major academic events, including placement tests, APA Days, STAR Days, New Student Orientation, and other programs for incoming students; course-related bookings such as study sessions and office hours; and other major multi-room, multi-day events. The PC I possess an understanding of the mission of the office in terms of effective and efficient space allocation, as well as an intimate understanding of the role of customer service in our office’s operations and its reputation around campus.
Among the key duties of this position are the following:
Plays a role in implementing campus-wide room scheduling software, and in training the campus community in the use of this software. This implementation will begin in earnest in 2019, and will include technical, process, and training elements.
Administers and coordinates multiple facets of academic scheduling. Ensures that deliverables (i.e., room assignments, and related arrangements such as coordination with Digital Classroom Services and University Facilities) are accurate and finished in a timely manner.
Develops processes both external and internal to the office, evaluates the effectiveness of our policies and procedures, and provides feedback about how well the office meets its scheduling goals and ideates about requesting or activating additional resources, including partnerships with our clients and partners around the university.
Works in a deadline-driven, multi-tasking environment, and communicates with academic departments, deans offices, budget offices, Student Affairs, and other groups to gather information on and manage space.
Uses independent judgement to balance various university needs and best manage university space.
Liaises with campus partners in understanding their business processes and needs to ensure the new system is set up in a way that best assists university stakeholders in achieving their goals in the realms of teaching, research, and service. In both scheduling and system implementation, the Program Coordinator I disseminates information to stakeholders and represent the office in various situations.
Minimum Education and Experience:
Bachelor's degree, or an equivalent combination of education and experience.
A minimum of two years experience with classroom/room scheduling in a similar environment.
Required Knowledge, Skills, and Abilities:
Must possess sound written and verbal communication skills, and must be able to develop and maintain strong working relationships with a host of University partners, including deans and departmental offices, Digital Classroom Services, and Facilities.
Strong customer service orientation and should be prepared to contribute to the collegial, team-oriented culture within the Office of Scheduling and Space Management.
Must have experience coordinating a high volume of requests from many stakeholders, across a wide range of spaces.
Must be experienced in outreach to stakeholders, as well as responding to requests and queries that often need to be prioritized against one another.
Must have a collegial personality, working with the office team on key goals, while helping to maintain a superlative tradition of customer service.
Requires outstanding attention to detail and the ability to manage numerous tasks simultaneously.
Tact and diplomacy are essential, as this position helps allocate a scarce resource across more than 100 departments and units with competing demands, as well as multiple other constituencies.
Ability to serve in a visible role while interacting with personnel from important stakeholders.
Work experience within higher education, especially within a scheduling-related or -relevant function and preferably at a large, complex institution with centralized resources.
Excel, Drupal, Archibus, CSS, IMS,Infosilem
Physical Demands and Work Environment:
Use of computer hardware and software, and telephone communication.
Long periods of sitting.
Field visits to inspect spaces entail walking at a normal pace into and through a range of buildings, including 100-plus-year-old structures with stairs, narrow passageways, and the like.
Posting Number: 19ST2561
Location: Douglass (RU-New Brunswick)
Internal Number: 90446
About Rutgers University
Rutgers, The State University of New Jersey, is a leading national public research university and the state's preeminent, comprehensive public institution of higher education. Rutgers is dedicated to teaching that meets the highest standards of excellence; to conducting research that breaks new ground; and to turning knowledge into solutions for local, national, and global communities. As it was at our founding in 1766, the heart of our mission is preparing students to become productive members of society and good citizens of the world. Rutgers teaches across the full educational spectrum: preschool to precollege; undergraduate to graduate and postdoctoral; and continuing education for professional and personal advancement. Rutgers is New Jersey's land-grant institution and one of the nation's foremost research universities, and as such, we educate, make discoveries, serve as an engine of economic growth, and generate ideas for improving people's lives.