University Event Scheduling Support

Recruiter
Colorado State University
Location
Fort Collins, Colorado, United States
Posted
05 Nov 2017
End of advertisement period
03 Dec 2017
Ref
51319
Contract Type
Permanent
Hours
Full Time

Description of Work Unit

This work unit exists to provide customer support services to departmental staff in order to properly maintain, renovate, improve, and construct physical facilities at Colorado State University. In addition, this work unit provides support service to University and non-University customers in order to uphold the University’s goals of academic, research and public outreach missions. These services include: Maintenance dispatching services, utility outage and closure notifications; issuance/tracking of University keys and key cards; customer relations-work request follow up, status complain resolution, etc. ; purchasing/warehousing of maintenance repair/replacement parts, materials and project materials; University Scheduling Office – coordination of special event services, short-term rental of University facilities, non-academic uses of all campus facilities.

Position Summary

This position is in training to be able to assign university space for over 91 academic events and 100’s of non-academic events annually. Position will learn to coordinates all non-academic uses of University facilities, interpret campus use policies, prevent scheduling conflicts, and provide facilities conflict resolution. In training to understand, learn and be able to successfully use the Event Management Scheduling system to reserve space, obtain approvals, request services, provide notifications and create and submit billing.

Position will also train to become fully functioning in the other areas of the Customer Service Section to include Dispatch, Keys, Keyless Access & Alarms.

Expectation of this position is to meet a one-year training plan in preparation to grow into a Technician II level position.

Minimum Qualifications

To be considered for this position, applicants must have:

  • One full-time year (12 months) of experience providing customer service or small scale coordination of events/activities for a full-time employer.

Preferred Qualifications

Highly sought applicants for this position will have many of the following:

  • Computer skills and capabilities in MS Office Suite
  • Accurate typing abilities
  • Strong verbal and written communication skills
  • Experience with customer service-focused issue and conflict resolution
  • Billing and/or invoicing experience
  • Strong receptionist skills
  • Ability / Willingness to learn new software programs
  • Ability to learn, follow and communicate protocols, process and procedures
  • Ability to manage multiple competing deadlines and priorities
  • Verbal communication and active listening skills necessary to provide superior customer service
  • Ability to work with a variety of constituents both internal and external to CSU

Essential Job Duties

Job Duty Category University Event Planning Duty/Responsibility

In training to understand, learn and be able to assign campus space for numerous and complex events for over 91 academic events, and 100’s of non-academic events by identifying and scheduling appropriate space for the event, monitoring numerous campus activities to avoid scheduling conflicts, investigating programmatic needs, contractual agreements and determine the best interest of the university.

With guidance, understand and learn how to apply policy and guidelines for use of space to ensure activity does not conflict with the space itself, surrounding programs, or other University activities.

In training to understand how to gather detailed information of event and activities specific to setup, equipment, guests, food, alcohol, security, etc.

With guidance, reviews requests and learn to be able to determine necessary additional review, approvals, support staff and services.

In training to understand and learn how to coordinate review and approvals by other campus authorities, be able to secure and schedule support services from facilities staff, vendors and volunteers. Coordinate building unlocks and requests for services; determine most appropriate general assignment classroom and non-academic and campus wide placement for events. Approve or deny events submitted via Virtual EMS and send email notifications. Provide customer service and basic trouble shooting for Virtual EMS.

In training to distribute campus notifications and how to bill for any services or damages.

With guidance exposes violations with regard to use of campus facilities and advise or guide event coordinators on the direction for resolution to correct the violation when no prescribed standard exists; clarifies and administers policy and its intent to others that are unfamiliar with its concepts and theories to safeguard University resources;

In training to learn how to implement the registration restriction system by determining and applying the accurate restriction codes for specific sections; determine what restrictions are allowable based on the prerequisites and other restrictions on the section; and if restriction should be included or excluded.

Percentage Of Time 40 Job Duty Category University Event Space Requirements & Event Management Scheduling Software Duty/Responsibility

In training to understand, learn, interpret and be able to apply the various Facilities, University and State policies that exist for use of University space including requirements pertinent to approval of items such as alcohol, food, insurance, high risk activities, etc. Learn where to locate policies, where and with who they reside and how they are enforced, and how and when to apply them.

In training to understand, learn and be able to successfully use the Event Management Scheduling system to reserve space, obtain approvals, request services, provide notifications and create and submit billing.

With guidance, learns to query and retrieve usage data to calculate percentage of facility use and determine billing costs for utilities, unfunded maintenance and scheduling priorities;

In training to learns how to evaluate room use data to forecast and then determine scheduling for upcoming projects and outages.

Percentage Of Time 30% Job Duty Category Dispatch, Keys, Keyless Access & Alarms Duty/Responsibility

In training to monitor work control center and be able to relay urgent work requests to appropriate maintenance staff; create and issue work orders through maintenance tracking system.

In training to be able to assist with keyless access requests by; receiving, verifying, and processing orders for access devices. Coordinate with Ram Card Office to obtain accurate cards by; reviewing orders for proper authorizations, accurate card holder , and accounting information; apply/remove access to device by using the software system separate from key system, issue device; record orders; and troubleshoot non-working devices.

In training to be able to monitor maintenance alarm system by; relaying alarm information to appropriate responder. In training to performs key management duties by; receiving, processing, issuing, tracking key requests within key tracking software system, and to also be able to provides Customer feedback regarding maintenance or key requests.

Percentage Of Time 30%

Application Details

Special Instructions to Applicants

APPLICATION INSTRUCTIONS AND INFORMATION

  • Clearly document job duties you have performed that relate to minimum qualifications, preferred qualifications, and essential job duties in the Work Experience section on the application. Human Resources must be able to evaluate your experience based on this information.
  • Clearly outline dates of employment and hours worked per week for each employment experience listed in the Work Experience section of the Application so that Human Resources can calculate full-time work experience.
  • The APPLICATION is the only document that will be utilized to determine if minimum qualifications, as outlined in the job posting, have been met. The Application is considered to be the legal document on file; resumes will not be reviewed for minimum qualification requirements.

INCOMPLETE APPLICATIONS

  • If an Application is considered “Incomplete”, the Application will be removed from consideration for the position.
    • An Application is incomplete if no current/ previous employment is included in the Work Experience section of the Application.
    • An Application is incomplete if “see resume” (or something similar) is noted, or previous employment does not contain job duties for every position in the Work Experience section of the Application.
    • Positions requiring a degree or if using education as a substitution for work experience (eg: Associate or Bachelor’s) transcripts are required in order to verify receipt of the required degree or coursework. If official or unofficial transcripts are not supplied at the time of application, the Application is incomplete.

RESUMES

  • When a resume is listed as a required document, it may be used in the comparative analysis/ evaluation process to determine the candidates that most closely meet the qualifications of the position. This process occurs after an application has passed the minimum qualifications screening.
  • Resumes will not be accepted in place of a completed application; however, some positions may still require a resume as a component for complete application materials.
    **Please see the Required Documents section of the posting.

NOTES

  • The selection process for State Classified positions may include an exam(s), which requires candidates to physically appear (at the CSU campus in Fort Collins, CO) at the candidates’ own expense.
  • All status updates for this position will be sent via email from humanresources@colostate.edu. In addition to your Inbox, remember to check the Deleted and Junk folders for these important communications.
  • Pertinent updates to your Application status can be obtained by logging into your application account at https://jobs.colostate.edu

DEPARTMENT CONTACT INFORMATION

  • Please check the Help link online at https://jobs.colostate.edu/help/ for assistance on your application or for answers to Frequently Asked Questions.
  • All other inquiries should be directed to the Colorado State University Human Resources Office HR_Employment@mail.colostate.edu.

Conditions of Employment

Pre-employment Criminal Background Check (required for new hires)

EEO Statement

Colorado State University is committed to providing an environment that is free from discrimination and harassment based on race, age, creed, color, religion, national origin or ancestry, sex, gender, disability, veteran status, genetic information, sexual orientation, gender identity or expression, or pregnancy and will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. Colorado State University is an equal opportunity/equal access/affirmative action employer fully committed to achieving a diverse workforce and complies with all Federal and Colorado State laws, regulations, and executive orders regarding non-discrimination and affirmative action. The Office of Equal Opportunity is located in 101 Student Services.

The Title IX Coordinator is the Executive Director of the Office of Support and Safety Assessment, 123 Student Services Building, Fort Collins, CO 80523 -2026, (970) 491-7407.

The Section 504 and ADA Coordinator is the Associate Vice President for Human Capital, Office of Equal Opportunity, 101 Student Services Building, Fort Collins, CO 80523-0160, (970) 491-5836.

Background Check Policy Statement

Colorado State University (CSU) strives to provide a safe study, work, and living environment for its faculty, staff, volunteers and students. To support this environment and comply with applicable laws and regulations, CSU conducts background checks. The type of background check conducted varies by position and can include, but is not limited to, criminal (felony and misdemeanor) history, sex offender registry, motor vehicle history, financial history, and/or education verification. Background checks will be conducted when required by law or contract and when, in the discretion of the university, it is reasonable and prudent to do so.

Employment and Appeal Rights

If you receive notice that you have been eliminated from consideration for the position, you may protest the action by filing an appeal with the State Personnel Board/State Personnel Director within 10 days from the date you receive notice of the elimination. Also, if you wish to challenge the selection and comparative analysis process, you may file an appeal with the State Personnel Board/State Personnel Director within 10 days from the receipt of notice or knowledge of the action you are challenging.

Refer to Chapters 4 and 8 of the State Personnel Board Rules and Personnel Director’s Administrative Procedures, 4 CCR 801, for more information about the appeals process. The State Personnel Board Rules and Personnel Director’s Administrative Procedures are available at www.colorado.gov/spb.

A standard appeal form is available at: www.colorado.gov/spb. If you appeal, your appeal must be submitted in writing on the official appeal form, signed by you or your representative, and received at the following address within 10 days of your receipt of notice or knowledge of the action: Colorado State Personnel Board/State Personnel Director, Attn: Appeals Processing, 1525 Sherman Street, 4th Floor, Denver, CO 80203. Fax: 303-866-5038. Phone: 303-866-3300. The ten-day deadline and these appeal procedures also apply to all charges of discrimination.