Scheduling Assistant

  • McHenry County College
  • Crystal Lake, IL 60012
  • Sep 10, 2021
Part time / Adjunct Other Administrative Positions

Job Description



Job Title Scheduling Assistant Department Conference & Event Services FLSA Status Non-Exempt Job Type Staff Position Grade 5 Employee Type Part Time Hiring Range Commensurate with experience Grant Funded Work Year 12 Months Work Year-Other Information Typical Work Schedule 20 - 28 Hours - Flexible schedule to meet department needs to include occasional evenings and weekends   Bargaining Unit Eligibility Yes-Staff Council Work Week 20 - 29 Hours Work Week-Other Information Special Instructions to Applicants Position Introduction McHenry County College (MCC) seeks a dynamic member of MCC's Conference and Event Services team to support the event and academic scheduling responsibilities through the scheduling software, Ad Astra. The Scheduling Assistant role will provide important support with facility and credit/noncredit scheduling at MCC and Shah Center, as well as needed assistant in event coordination. This is a fabulous opportunity for a highly organized and collaborative professional to deliver the highest level of assistance, all in one of the most progressive and innovative community colleges in Illinois.  Position Summary Provide daily support with facility and credit/noncredit scheduling at MCC's Crystal Lake main campus and for the Shah Center in McHenry.  Reports to Manager of Conference and Event Services Essential Functions and Responsibilities -         Serve as Event and Academic Scheduler for Ad Astra software; to include academic and non-academic room scheduling-         Maintain information specific to MCC in Ad Astra software (e.g. scheduling preferences, resources, room inventory and features, photographs, etc.)-         Training employees on room reservation processes and the use of Astra in conjunction with Manager of Conference and Event Services -         Provide detailed reports on facility/room use as requested - such as revenue reports, client lists, room usage data, etc.-         Assist in the preparation of rental agreement contracts for external groups using MCC event/meeting spaces and facilities-         Provide information on MCC event/meeting rental procedures to internal departments and external groups through email, phone calls, and campus tours-         Support the Manager of Conference and Event Services in determining  suitability of requests from vendors and solicitors on campus using Board Policy 2.4.5 Campaigning and Solicitations on Campus-         Work collaboratively with others (e.g. colleagues, stakeholders, vendors) to accomplish functions and responsibilities-         Work with Conference and Event Services team to determine the suitability of requests for use of College facilities and event/meeting spaces as it relates to the College mission using College policies-         Attend meetings and provide input regarding the use and availability of campus facilities.  Consult as appropriate with Manager of Conference and Event Services regarding room scheduling issues-         Provide support for conferences and special events serving the College and the community-         Communicate with various campus departments (A/V, Custodial, Catering, Campus Police, etc.) to ensure appropriate meeting/event coverage-         Prepare internal contracts and track monthly, quarterly and year-end summaries of internal use-         Promote the use of Astra software and its data reporting capabilities-         Prepare custom report for users with as requested-         Input Astra upgrades as needed-         Assist with event/meeting rental clients, as needed-         Assume additional duties as assigned by immediate supervisor Required Education High School graduate or equivalent Other Required Qualifications -         High School diploma-         Two years related office experience Desired Qualifications -         Associate's degree from a regionally accredited institution-         Facility/event scheduling experience (Ad Astra, Resource/Schedule 25, etc)-         Experience with Crystal reports-         Event coordination experience Skills and Specifications -         Proficient in Microsoft Office Suite (Word, Excel, Access, Outlook); Ad Astra and Colleague experience a plus-         Ability to learn technological applications-         Advanced data entry skills-         Ability to work with minimum supervision-         Ability to work under pressure and deadlines-         Ability to work with diverse clientele-         Strong attention to detail-         Excellent written and verbal communication skills-         Strong organizational and project management skills-         Ability to work flexible schedule -         Ability to safely lift 20 pounds unassisted-         Ability to see and perceive depth and texture-         Customer service-         Ability to work with regular interruption-         Detailed computer work for several hours each day-          Commitment to and respect for diversity and the MCC Behaviors of Excellence-         Commitment to the College mission, vision, and goals -         Ability to perform all of the essential functions, skills, and specifications of the position Location Main Campus

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