Facilities Scheduler
Facilities Scheduler
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Salary Not Disclosed
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Job Description
POSITION TITLE: Facilities Scheduler
DEPARTMENT: Activities
REPORTS TO: Activities Director
SUMMARY:
Responsible for coordinating and scheduling the use of facilities equipment and meeting spaces across the district. This role involves managing calendars ensuring space availability communicating with internal and external stakeholders and maintaining accurate records to optimize space utilization and operational efficiency
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Essential duties must be performed on site. Other duties may be assigned.
- Manage district wide facility rental program and scheduler system (e.g. online scheduling software)
- Serve as the point of contact for staff and outside organizations requesting use of district buildings grounds or equipment.
- Coordinate the scheduling and rental of school district facilities for internal and external users including school events staff meetings community organizations and other extracurricular organizations (e.g. ICYF Booster Clubs youth activity groups etc.)
- Program door schedules for community/youth groups
- Promotion/Recognition of events and programs via social media
- Review approve and schedule facility usage request in compliance with district policies.
- Collaborate with coaches directors and group leaders to understand setup needs such as gym space performance risers sound systems or large equipment
- Communicate rental terms fees and requirements to outside groups; coordinating billing and collection when applicable
- Enforce policies and insurance requirements coordinate site supervisors communicate with external stakeholders maintain district calendar reporting schedule doors and monthly invoicing
- Collaborate with custodial and maintenance staff to:
- Determine staffing needs for events
- Arrange for set-up and tear-down of furniture and equipment
- Communicate room layouts and special requirements
- Liaison between internal departments community users custodial staff and theater staff to ensure smooth and efficient facility usage
- Maintain calendars of scheduled events safety regulations etc. for all scheduled facility uses
- Resolve scheduling conflicts and respond to last-minute requests or change
- Assist with inventory tracking of tables chairs and other shared resources
- Review scheduling practices to ensure efficiency and equity of facility use
QUALIFICATIONS:
- High school diploma or equivalent required; Associates degree or higher preferred.
- 2 years of experience in scheduling facilities coordination or administrative support preferably in a facilities or operations environment
- Subject to state and federal background reference check
KNOWLEDGE SKILLS AND ABILITIES:
- Strong background in technology
- Proficient in a variety of social media platforms
- Strong organizational and time management skills
- Excellent communication and interpersonal abilities
- Proficient with scheduling software Microsoft Office/Excel (or Google equivalent) and general office applications
- Detail-oriented with strong follow-through
- Ability to handle last-minute changes calmly and efficiently
- Attention to detail and a proactive approach to problem-solving
- Performs other duties as delegated by the Activities Director
PHYSICAL REQUIREMENTS:
Physical requirements vary by individual job assignment but requires a minimum of the following physical requirements:
- Must be able to sit upright in a desk chair for 7-8 hours per day
- Frequent use of a computer and other standard office equipment at a computer workstation for 7-8 hours/day
- On-site visits to verify room setup or support evening/weekend events
- Requires some stooping and kneeling
- Lifting carrying pushing up to 10-40 pounds on occasion
- A certificate of good health signed by a licensed physician is required
WORKING CONDITIONS:
- Standard office building environment
- Must be able to work with interruptions during a work shift
- Tobacco and substance-free environment
TERMS OF EMPLOYMENT:
- 210 days per year 8 hours per day
FLSA STATUS: x Non-Exempt x Full Time x Hourly
EVALUATION:
Performance of this job will be evaluated annually in accordance with Board Policy.
Employment Type
Full-Time
