Clsrm & Evnt Schdulg Cord

Job ID: 268745
Location: Summerville Campus
Full/Part Time: Full Time
Regular/Temporary:

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About Us

Augusta University is Georgia's innovation center for education and health care, training the next generation of innovators, leaders, and healthcare providers in classrooms and clinics on four campuses in Augusta and locations across the state. More than 9,000 students choose Augusta for educational opportunities at the center of Georgia's cybersecurity hub and experiential learning that blends arts and application, humanities, and the health sciences. Augusta is home to Georgia's only public academic health center, where groundbreaking research is creating a healthier, more prosperous Georgia, and world-class clinicians are bringing the medicine of tomorrow to patient care today. Our mission and values make Augusta University an institution like no other. We are part of the University System of Georgia.

Location

Augusta University

Our Health Sciences Campus: 1120 15th Street, Augusta, GA 30912

Our Summerville Campus: 2500 Walton Way, Augusta, GA 30904

Location

The Division for Instruction and Innovation is a diverse group of units that share a commitment to engaged learning through innovative instruction. Likewise, the Division works from the assumption that high impact learning experiences are best when they are nested in contexts beyond the classrooms. Whether the learning is in the medical clinic, the art studio, a rural health clinic, the historical museum, or a third grade classroom, the best instruction finds a way to move from theory to practice and then back to theory, thus crafting a dialogue that focuses on making this world a better place in which to live.

Job Summary

The incumbent will serve as a functional administrator for the scheduling and space management system, EMS, and is primarily responsible for scheduling academic classes and enterprise events on the Health Science Campus & the Summerville Campus. The incumbent will also be responsible for scheduling of university space to maximize space utilization of classrooms and meeting spaces and monitor the schedule to ensure compliance with classroom and event scheduling along with USG standards. The duties include but are not limited to: contribute to the efficient use of classroom space to meet academic requirements; contribute to the efficient use of meeting and special event space to meet enterprise requirements; prepare, communicate, and distribute the academic schedule for all colleges on both campuses; maintain the EMS system, working with the EMS vendor to resolve issues and keeping the system updated; maintain the EMS Master calendar site as administrator; have a clear understanding of technical AU's audio/visual equipment/services offered and AU's instructional systems; provide event scheduling for the University and general public by viewing and authorizing event requests, monitoring and tracking reservations and logistical information; provide logistical information to academic and administrative schedulers such as space, event description, and technical requirements; provide EMS training to all AU staff, faculty, and students; work closely with senior leadership administration support; manage contracts, billing, and related processes and procedures related to room usage and support by internal and external entities; and perform all other duties as assigned.

Responsibilities

The responsibilities include, but are not limited to:

Contributes to the efficient use of classroom space:

• Complying with all customer service standards.
• Expertly administering the enterprise scheduling and event management software system, EMS.
• Prepare, communicate, and distribute the academic schedule each academic term for all colleges.
• Prepare monthly space utilization reports in Excel format with charts/graphs.
• Maintaining communication and relationship with Registrar's Office.
• Maintaining communication and relationships with each college on both campuses.
• Maintaining communication and relationships with appropriate classroom support organizations including instructional support, audiovisual support, facilities, and related units.
• Maintaining the flow of the scheduling information from Banner to EMS.
• Identifying scheduling errors and conflicts by creating searches in EMS and resolving course placement requests, disputes, and conflicts among academic needs.
• Manage space information for EMS and Banner, and determine if classrooms are available.
• Scheduling academic classes in compliance with classroom and event scheduling, coordination of support staff, and related policies.

Contributes to the efficient use of meeting and special event space to meet enterprise requirements

by:

• Complying with customer service standards.
• Expertly administering the enterprise scheduling and event management software system, EMS.
• Maintaining communication and relationship with the President's Office; the Provost's Office; Special
• Events, Communications, External Affairs, Alumni Affairs, and related units and negotiates trades and conflicts regarding academic classroom space.
• Maintaining communication and relationships with appropriate event support organizations including instructional support, audiovisual support, facilities, and related units.
• Identifying and resolving scheduling errors or conflicts by creating searches on the scheduling system and resolving event placement requests, disputes, and conflicts among enterprise needs.
• Scheduling special events and meetings in compliance with classroom and event scheduling, coordination of support staff, and related AU space policies.
• Technical knowledge of the audiovisual services offered and instructional systems in AU spaces.

Expert administrator of EMS, the enterprise scheduling system:

• Provides event scheduling for the University and the general public by viewing and authorizing event requests, monitoring and tracking reservations and logistical information
• information to academic and administrative schedulers such as space, event description, and technical requirements, and determining when an event request requires further review.
• Runs/assigns/distributes daily AV support schedule to IT support staff.
• Resolves issues/provides patches and updates from EMS vendor.
• Creates new EMS Client user accounts, and trains users on the application.
• Provides guidance when applicable to Classroom & Event Scheduling Coor. for Summerville
• Creates various space utilization reports based on USG standards.

Help to improve processes

• Help improve the classroom and event scheduling processes and operations. Troubleshoot system and problem errors. Working with IT analysts to maintain EMS. Ensure good communication is maintained with all departments and colleges around the enterprise about any training opportunities or upcoming changes in the classroom and even scheduling area. Oversee the proper use of EMS by other area schedulers using EMS.

Provides information to decision-makers by running queries

• Provides information to high-level decision makers by running queries, room matrixes, time conflict reports, confirmation reports, inventory reports, room utilization reports, and building utilization reports and developing comparative data modules, graphs, and spreadsheets.

Manages contracts, billing, and related processes

• Manages external user contracts, billing, and related processes and procedures related to room usage and support costs by internal and external entities.

Facilitates and coordinates changes

• Facilitates and coordinates changes to scheduled rooms by re-assigning rooms in the event of an emergency or classroom equipment failure; assisting law enforcement authorities in locating classrooms or events; coordinating with AU Police and Facilities for maintenance issues, coordinates building opening and closing; reassignment of department courses; providing alternative schedule options for classes and events.

Other duties as assigned

• Perform all other duties as assigned.

Required Qualifications

High School diploma, GED, or equivalent from a recognized state or federal accredited organization and six years of directly related experience working with enterprise software applications (such as an event/scheduling system), experience with relational databases such as SQL including running queries, creating tables, and working with word processing and spreadsheet applications.

Associate's degree from an accredited college or university with four years of experience working with enterprise applications (such as event/scheduling system) including running queries, creating tables, and working with word processing and spreadsheet applications or Bachelor's degree from an accredited college or university in a related field and two years of related experience.

Knowledge, Skills, & Abilities

ABILITIES

Ability to maintain confidentiality

Excellent interpersonal, written and verbal communication skills

Proficient in Microsoft Office and other computer software/databases

Detail-oriented with strong organizational, prioritization and multi-tasking skills

Shift/Salary/Benefits

Shift: Days/M-F

Pay Grade: 14

Salary Minimum: $17.40/hour - $19.23/hour

Salary to be commensurate with qualifications of the selected candidate within the established range (generally minimum-midpoint) of the position

Recruitment Period: 2/9/24 - Until Filled

Augusta University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees.

Benefits that may be elected could include health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), as well as earned vacation time, sick leave, and 13 paid holidays.

Also, our full-time employees who have been employed with us successfully for more than 6 months can be considered for the Tuition Assistance Program. Consider applying with us today!

Conditions of Employment

All selected candidates are required to successfully pass a Background Check review prior to starting with Augusta University.

If applicable for the specific position based on the duties: the candidate will also need to have a credit check completed for Positions of Trust and or approved departmental Purchase Card usage.

All employees are responsible for ensuring the confidentiality, availability, and integrity of sensitive [patient, student, employee, financial, business, etc.] information by exercising sound judgment and adhering to cybersecurity and privacy policies during their employment and beyond.

Other Information

This position is also responsible for promoting a customer-friendly environment and providing superior service to our patients, students, faculty, and employees. "Augusta University is a patient-and family-centered care institution, where employees partner every day with patients and families for success."

Augusta University is a tobacco-free environment, and the use of any tobacco products on any part of the campus, both inside and outside, is strictly prohibited.

Equal Employment Opportunity

Augusta University is proud to be an equal opportunity employer welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.

How To Apply

Consider applying with us today!

https://www.augusta.edu/hr/jobs/

Select University Faculty & Staff > External Applicants if you are a candidate from outside the university

Select University Faculty & Staff > Internal Applicants if you are a current university employee

If you need further assistance, please contact us at 706-721-9365


To apply, visit https://careers.hprod.onehcm.usg.edu/psp/careers/CAREERS/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=12000&JobOpeningId=268745&PostingSeq=1

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