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Scheduling & Event Logistics Coordinator

Job Details

Position Description

Scheduling & Event Logistics Coordinator, reporting to the Chief Officer for Space Management & Logistics, is a multiple task position requiring; attention to detail, creative planning, problem solving, computer skills, and strong interpersonal skills. The position involves working as a liaison between students, community, staff, faculty and the university service providers, utilizing tools such as Ad Astra scheduling software, phone and email, to assure that all events details are executed smoothly. Additionally, this position works directly with student staff providing the unique opportunity to mentor and assist students as they work to achieve their goals.

Position Responsibilities

  1. Facilitation of Event Logistics on the St. David’s Campus
    • Input all faculty, staff, and external client event requests into the scheduling software Ad Astra.
    • Utilizing internal Service Providers and outside vendors (as necessary) to order all requested equipment, set ups, housekeeping services, A/V, catering, etc. and communicating proactively to ensure all needs are meet
    • Communicate actively with the Eastern community to assure timely scheduling of all activities, events, meetings, and group gatherings.
    • Support Student Activities, Student groups, and Athletics with all events larger than a simple room request, including equipment, set up, housekeeping services, catering, etc.
    • Works directly with the Registrar, to achieve the most efficient usage of all dual purpose rooms.
    • Coordinate with Fine Arts, Student Activities, Athletics, Provost, Enrolment, and Admissions departments to schedule multi-use spaces and avoid event overlap.
    • As lead Astra administrator, train and support the community on the end user aspects of the campus wide scheduling systems and work with IT to maintain functionality for the systems updates etc.
    • Contract, organize, facilitate, and bill field rental and other non-overnight outside clients as assigned.
    • Facilitate Photo Permits Requests
    • Act a Lead Event Planner for the (3) three Board Meetings and other events assigned by the Executive Director
  2. Participate in the facilitation of all large campus events, i.e. Convocation, Commencement, Homecoming etc.
  3. Assist in the facilitation of campus space management.
  4. Keeping student development in the forefront of all that we do; be open to all opportunities to act as a mentor and role model for our students, year round, providing educational opportunities outside of the classroom.
  5. Welcome all who come to the Conference and Special Events Office.
  6. Assist in the ordering of office supplies, including copier needs.
  7. Actively participate in annual strategic planning, including the establishment of Scheduling & Event Logistics procedures, policies, and goals.
  8. Assist in all departmental needs throughout Conference Services, Special Events, Scheduling, the University Pool, and space management as needed.
  9. Maintain high-quality, seamless, and exceptional service for clients and initiate conversations to ensure that their needs are being met while on Eastern’s Campus.
  10. Maintain flexible year round office hours including nights and weekends, and a rotating on-call schedule during the summer conference season.
  11. Express to all clients internal, external and the community the Hospitality Ministry that is Conference Services and Special Events.
  12. Embodies values of caring and compassion, justice and integrity, competence and affirmation.
  13. Seeks to treat each member of the campus community with fairness, dignity and respect seeking a spirit of unity and harmony as we join together to achieve our common mission.
  14. Other duties as assigned


In addition to being a servant leader committed to the mission of Eastern University, the Scheduling & Event Logistics Coordinator must be self-directed individual able to function in a multi-faceted, fast paced customer service driven environment. The position requires that the individual be customer service minded, and in that capacity, able to make decisions that will affect the comfort of Eastern’s staff, students, and guests.

The position demands an organized individual, who takes initiative, with strong attention to detail, interpersonal, problem solving, and follow through skills. Sound computer skills (Microsoft Office Google etc.) and wiliness and ability to learn new systems required. Knowledge of Ad Astra and QuickBooks is preferred. Previous experience in business, communications, office management, and scheduling, as well as basic knowledge of audiovisual equipment, space management, and equipment usage is essential. A Bachelor’s degree is required, or 2-3 years’ equivalent work experience is preferred.


Eastern University

About Eastern University 

Eastern University is a Christian university of the arts and sciences that integrates faith, reason and justice for students in its undergraduate, graduate, Seminary, urban, professional and international programs. Applicants should have a Christian commitment compatible with its mission and be willing to endorse by signing Eastern University’s doctrinal statement. The university complies with federal and state guidelines of nondiscrimination in employment; members of protected classes are encouraged to apply.

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