Assistant Director of Scheduling - Conferences and Events Services

Salary: Commensurate with experience

Benefits: The University offers generous benefits including paid time off (holidays, holy days and vacation), employer matching contributions to the retirement plan, and tuition benefits for employees and their eligible dependents. Learn more and explore benefits at www.duq.edu/benefits

Location: Conference and Events Services

Position Status: Full-time

Hours: Varied

Position Number: 221439/10-1220

FLSA Status: Exempt

POSITION SUMMARY:

Reporting to the Executive Director, Conference and Event Services, the Assistant Director of Scheduling serves at the system and database administrator of 25Live, the software used for academic and event scheduling on campus. This position will also support Tassel Commencement RSVP software, Omni CMS for the department website, and other related event software platforms. The Assistant Director will organize and execute the annual scheduling process for events on campus with support from the department.

This position will maintain and supervise the events budget and manage all billing and invoicing for in-house services. The Assistant Director will also provide support as needed with the planning and execution of larger University events such as First Year Orientation, Conferences and Commencement.

DUTIES AND RESPONSIBILITIES:

• Oversee, monitor, and maintain systems employed by the department. Serve as lead 25Live systems administrator, manage CVENT registrations, TASSEL Commencement RSVP software and Omni CMS. Serve as project manager for system implementations. Research and make recommendations to improve workflow and business processes.
• Oversee the operations for all Conference & Event Services controlled spaces. Develop, monitor, and enforce campus-wide room scheduling policies and procedures. Assist the Executive Director with departmental initiatives and strategy implementation.
• Manage events budget, internal billing of CES services and provide administrative event support.
• Provide operational support in CES controlled spaces and events.
• Works closely with the Division of Student Life, Facilities, Dining, and other internal and external departments as CES liaison for event and building specific information including construction, maintenance updates, and building access. Ensure that appropriate communications are made to service providers for on-campus events.
• Completes other duties as assigned.

Minimum qualifications:

• Bachelor’s degree in Business Management, Information Technology/Information Systems, Event Management, or Communications from an accredited educational institution and 1-3 years of work-related experience.
• Prior experience as functional support for event management database; budgetary and business process management experience.

Preferred qualifications:

• Experience in event operations in higher education. Experience with 25Live or a similar event management database in higher education.
• 3-5 years of work-related experience.

Alternatively, the successful candidate may possess any equivalent combination of experience and training, which provides the knowledge, skills and abilities required to perform the essential job functions. This includes, but is not limited to, the following:

• In depth knowledge of 25Live (or similar scheduling platform) used for academic and event space allocation
• Knowledge of event planning, operations, and execution
• Knowledge of policy development in operations and business process management
• Budget management knowledge
• Strong written and verbal communication skills
• Exceptional analytical, time management, and organizational skills
• Ability to plan and manage multiple projects simultaneously
• Ability to work successfully with frequent interruptions
• Highly detailed and processed oriented
• Ability to work independently, as well as in cross-functional team environments
• Ability to remain calm and react quickly in high pressure situations
• Ability to establish and maintain effective working relationships with the University Community.
• Ability and willingness to contribute actively to the mission of the University and to respect the Spiritan Catholic identity of Duquesne University. The mission is implemented through a commitment to academic excellence, a spirit of service, moral and spiritual values, sensitivity to world concerns, and an ecumenical campus community.

APPLICATION INSTRUCTIONS:

Applicants are asked to submit a cover letter, resume, and contact information for three professional references.

Duquesne University was founded in 1878 by its sponsoring religious community, the Congregation of the Holy Spirit. Duquesne University is Catholic in mission and ecumenical in spirit. Motivated by its Catholic identity, Duquesne values equality of opportunity both as an educational institution and as an employer.