Learning Space Coordinator

California, United States
14 Nov 2018
End of advertisement period
14 Jan 2019
Contract Type
Full Time

Educational Programs and Services (EPS) is home to departments and programs that are central to the educational mission of the School of Medicine. Within EPS, the Learning Spaces team provides a highly coordinated set of educational planning and support services to facilitate the innovative and appropriate use of teaching technology throughout the school. The SoM Learning Spaces and CISL team brings together cutting-edge medicine, modern education and advanced technology.

Reporting to the Associate Director of Operations for Learning Space and the ILC, this position is part of a team responsible for scheduling over 10,000 annual events and resources in the School of Medicine’s educational spaces.

Duties include: 

  • Respond to inquiries, and determine and take appropriate action as required. Serve as a resource regarding a defined set of policies and procedures.
    • Day-to-day scheduling in R25 of SoM learning spaces and resources according to policies and priorities outlined; advise users of room use policies, priorities and request process. 
    • Makes recommendations for policy and process changes to supervisor in order to better streamline support and conflict resolution.
  • Plan and schedule calendar(s) based on consultation, resolve calendaring conflicts, and arrange travel in compliance with unit, university, and sponsor policies.
    • Work with appropriate groups (i.e. OME, CISL, conference center, academic departments) to resolve conflicting scheduling requests – considering policies, flexibility of programs and alternative options.
    • Communicate proactively with AV/IT classroom support staff daily about last-minute requests/changes.
  • May guide and train student and/or contingent workers including scheduling, assigning, and prioritizing workloads, setting appropriate deadlines, and reviewing work for quality and timeliness. 
  • Participate in intensive annual scheduling project over the summer months. This project entails:
    • collecting room and resource requests from departments and programs across the School of Medicine, hospitals and university for the next academic year;
    • answering questions and providing guidance about the process to those customers;
    • working closely with internal staff to determine the best outcome for the most users while considering priorities.
  • Maintain appropriate course, event, resource and departmental contact information in R25. Ensure that event reservations contain criteria needed to interface with classroom video capture software and SoM  course management software.
  • Utilize Smartsheet ticketing system for tracking and resolving room use issues and for reporting and resolving classroom and resource issues. 
  • Maintain MedWiki with current scheduling process information.
  • Provide backup support of classroom walkthroughs and room layouts in SoM Learning Spaces.

* - Other duties may also be assigned


  • Working knowledge of at least one enterprise-level administrative application (e.g. PeopleSoft, one or more Oracle modules, Resource25, etc.).
  • Experience in a higher education setting publicly interfacing with faculty, students, and staff.
  • Familiarity with relational database applications (e.g. Filemaker Pro, Access, Smartsheet, etc.).  
  • Familiarity with basic classroom technologies (how to turn on projector, project from podium, connect laptops, etc.).


  • High school diploma and three years of administrative experience, or combination of education and relevant experience.


  • Proficient computer skills and demonstrated experience with office software and email applications.
  • Demonstrated success in following through and completing routine tasks.
  • Strong organizational skills and attention to detail. 
  • Strong verbal and written communication skills.
  • Excellent customer service and interpersonal skills.
  • Ability to prioritize and multi-task. 


  • Constantly perform desk-based computer tasks.
  • Frequently sitting.
  • Occasionally stand/walk, reach/work above shoulders, grasp lightly/fine manipulation, grasp forcefully, use a telephone, sort/file paperwork or parts, lift/carry/push/pull objects that weigh up to 10 pounds.
  • Rarely twist/bend/stoop/squat, kneel/crawl.

*- Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of his or her job

About Stanford University

Stanford University, located between San Francisco and San Jose in the heart of California’s Silicon Valley, is one of the world’s leading teaching and research universities. Since its opening in 1891, Stanford has been dedicated to finding solutions to big challenges and to preparing students for leadership in a complex world.

Supporting that mission is a staff of more than 10,000 which is rooted in a culture of excellence and values innovation, collaboration, and life-long learning.  To foster the talents and aspirations of our staff, Stanford offers career development programs, competitive pay that reflects market trends and benefits that increase financial stability to promote health, fulfilling lives.  An award-winning employer, Stanford offers an exceptional setting for professionals looking to advance their careers.

Stanford University is an equal employment opportunity and affirmative action employer and is committed to recruiting and hiring qualified women, minorities, protected veterans and individuals with disabilities.