Staff Assistant, Conference and Event Services Functional Administrator
Worcester State University
May 27, 2018
OFFICIAL TITLE: Staff Assistant, Conference and Event Services Functional Administrator
SUPERVISION RECEIVED: Director of Conference and Event Services
SUPERVISION EXERCISED: May supervise student employees
General Statement of Duties: The Staff Assistant, Conference and Event Services Functional Administrator is primarily responsible for managing the room reservation software to include day-to-day system operations and software upgrades. The functional administrator will support end users with training and system user authorization, and assist in scheduling of space.
Responsibilities: (E) = Essential
1. (E) Responsible for the overall system administration of the university's room scheduling software. Provides guidance, expertise, and oversight in the facilitation of efficient and optimized non-academic scheduling of university facilities. 2. (E) Manages day-to-day system operations and infrastructure maintenance including, but not limited to: security group assignment; scheduling/editing blackouts; task flow management; and room and resource inventory updates. 3. (E) Troubleshoots system malfunctions, resolves incidents, and consults/coordinates with IT and/or scheduling software vendor regarding updates and technical issues as needed. Monitors the progress of unresolved incidents and reports their status to the director. 4. (E) Serves as the primary contact to end-users providing support, training, and managing rights/authorization within the system. Develops/updates training manuals/programs and conducts trainings for end-users on a regular basis. Provides assistance and information to end-users regarding facility use and capabilities. Maintains contact with end-users via telephone, email, and written correspondence. 5. (E) Identifies information demands and translates these into new functionality aimed at optimal system use. Generates/assigns custom reports to ensure accurate and consistent flow of information regarding facility usage to various departments including Facilities, University Police, and Dining Services. 6. (E) Identifies compatibility and facilitates integration of applicable campus systems where possible (HVAC, work orders, catering, etc. 7. (E) Collaborates with Marketing and other departments to improve functionality of calendar publication and ensure accuracy of information posted on university calendars. 8. (E) Works closely with the Registrar's Office, Athletics, and other offices to coordinate room assignments, maximize utilization of facilities, and resolve scheduling conflicts. Acts as a liaison between university departments and divisions regarding room utilization reports, analysis, policies and procedures. 9. (E) Responsible for carrying out office/university policy with respect to the management of the room scheduling software. 10. (E) Participates in, and has knowledge of, the professional organizations relevant to higher education conferencing and event planning. 11. May be responsible for copying, scanning, filing, email, and phone calls. 12. (E) Demonstrates civility and professional, customer-service oriented behavior, worthy of emulation by other staff and students. 13. (E) Responsible for contributing to the WSU Strategic Plan. 14. (E) Responsible for contributing to Equal Opportunity/Affirmative Action objectives. 15. Performs other duties as assigned.
1. Bachelor's degree 2. 2-5 years' experience in the field of event and/or facility management. 3. Excellent computer skills including proficiency in administration of room scheduling software. 4. Strong organizational and communication skills. 5. Ability to multitask, meet deadlines, and work independently. 6. Must be detailed-oriented are essential. 7. Must be highly motivated. 8. Must demonstrate a high degree of judgment, problem solving and resourcefulness. 9. Must have a commitment to excellent customer service. 10. Must have the ability to organize, conceptualize and prioritize objectives.
1. Experience in event coordination
Worcester State University is an Affirmative Action/Equal Opportunity Employer which seeks to reflect the diversity of its community.
The firm salary range for this exempt, professional, APA position is: $40,000 - $50,000, based on relevant experience.
All applicants must apply online at worcester.interviewexchange.com
Expected documents for submission include a cover letter, resume, and a list of three professional references with contact information. Applicants must complete the National Student Clearinghouse Authorization form or submit the official transcript of highest degree.
All information that can be uploaded to one's e-account should be done so by the applicant; information which cannot may be faxed to 508-929-8169, or may be sent to the following address:
Director of Human Resources
Worcester State University
486 Chandler Street
Worcester, MA 01602-2597
Internal Number: 98249
About Worcester State University
WORCESTER STATE UNIVERSITY is a vibrant public university located in the residential west side of Worcester, Massachusetts, the second largest city in New England and home to 38,000 college students at more than a dozen colleges and universities. Situated on a compact 58-acre campus, the University offers 50 undergraduate and graduate academic programs to more than 6,400 students annually. The Princeton Review ranks us as one of the 75 "Best Value" public colleges in the country, as well as a "Best in the Northeast" college.