Campus Scheduler and Events Coordinator

Founded in 1909 and affiliated with the Episcopal Church, The Bishop’s School is an independent, all gender college-preparatory school for 800 students in grades six through twelve. The School is located on a historic campus in the heart of La Jolla, just 10 miles north of downtown San Diego. With a student-teacher ratio of approximately 9 to 1, Bishop’s is known for academic, artistic, and athletic excellence while celebrating character development, diversity, inclusion, and belonging. Last year’s applicant pool drew from 72 zip codes and 168 middle and high schools throughout San Diego County and beyond. Fifty-one percent of the student population self-identify as students of color. Additionally, over $4 million in need-based grants is awarded annually.The Bishop's School seeks a Campus Scheduler and Events Coordinator with an immediate start. Reporting to the Events Manager and Campus Scheduler (EMCS), the Campus Scheduler and Events Coordinator (CSEC) plays a critical role in supporting the Advancement Office's fundraising and campaign events as well as meaningful campus events that promote and nurture a vibrant school community.The successful candidate will demonstrate the ability to work efficiently and effectively independently and as part of a team, a high level of communication skills, professionalism and collegiality in engaging with internal and external constituencies, along with outstanding organizational skills, the ability to see tasks and projects through to completion, an understanding of the importance of getting the details right, and an overarching commitment to excellence.Responsibilities Include:Scheduling:Coordinate and manage the usage of campus facilities, including classrooms, meeting rooms, and event spacesReceive and process scheduling requests from faculty, staff, student organizations, and community membersEnsure efficient space allocation proactively troubleshoot conflicting requests and adhering to The School’s policies and guidelinesCreate and maintain schedules for administrative meetings, student organizations, and other campus eventsUse designated scheduling software to create and maintain a comprehensive campus calendar, assigning rooms and times to events mindful of course conflicts, room capacity, and special requirementsMonitor and adjust schedules and space reservations as needed, accommodating changes in courses, faculty availability, and event requirementsWork closely with the School's Registrar and with other campus personnel to resolve scheduling conflicts before they ariseEvent Coordination:Collaborate with internal departments to ensure event schedules and needs are accurately communicated to all involvedFacilitate campus event registrationAct as liaison with various departments hosting events by facilitating logistics for meetings and events including catering, space accommodations, and technology needsSupport host departments with gathering and dissemination of meeting materials in advance of event and day-of preparation of event spacesSupport host departments with pre- and post-event budgeting and invoice processingCultivate vendor relationships and facilitate campus access for vendor representatives, ensuring campus safety and insurance complianceCoordinate event staffing, vendor management, and attendee/speaker coordination, as assignedFacilitate guest welcome process and organize attendee servicesCoordinate and ensure efficient and comprehensive event wrap-upEngage in post-event debrief conversations to identify and analyze successful elements and areas for improvement, using this knowledge to enhance future events and support ongoing cultivation of best practicesOn occasion, independently plan and implement in-person meetings and events, overseeing logistics, registration, AV, budgeting, set-up and takedownManage virtual events using various platforms, including facilitating interactive features like breakout rooms, polls, and whiteboardsRepresent Bishop’s at in-person and virtual events, ensuring smooth event operationsProvide excellent customer service by addressing attendee needs, troubleshooting issues, and ensuring a positive event experienceOther duties as assignedRequired Qualifications:Bachelor’s degree required3 years of relevant event or meeting planning experience; prior experience in a nonprofit or academic environment is a plusComprehensive understanding of event coordination and project management while working with multiple stakeholdersProficiency in managing virtual events across different platformsStrong decision-making, problem-solving, and critical thinking skillsExceptional written, oral, and interpersonal communication skills; ability to develop clear and concise documentation and correspondence.Outstanding customer service orientation and demonstrated commitment to consistently exceed expectations to ensure a high level of satisfaction among various constituenciesAbility to develop and maintain efficient systems and processes while thriving in a dynamic, fast-paced environment, adapting quickly to changing demandsMust be available to work occasional evenings and weekendsUphold the School’s Core Values, demonstrating professionalism and tact at all timesStay up to date on industry standards, trends and developmentsMaintain a clean, safe, and organized work areaDemonstrated enthusiasm for collaboration and engagement as a member of a high performing team combined with the ability to also achieve success when working independentlyOutstanding attention to detail combined with creative and Innovative thinkingProficiency with Google Workspace and aptitude for learning new technologyThe anticipated compensation range for this position is $65,000 to $71,000 annually, based on experience.Along with generous compensation The Bishop's School is pleased to be able to offer a menu of medical plan options, dental and vision plans, generous retirement plan contribution plus match, paid vacation and numerous paid holidays throughout the year, and daily lunch prepared by the School's Food Service team when school is in session.Interested candidates are invited to submit a current resume and cover letter using the link provided. Please do not contact the school directly.EEOThe Bishop's School is an equal opportunity employer. We are a diverse community of professionals that broadly reflects the people of the San Diego area and the United States at large. We aim to align our hiring process with our mission and institutional goals. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion or religious practices, sex, gender identity or expression, sexual orientation, citizenship status, national origin, age, ability status, military status, unemployment status or any other category protected by applicable local, state, or federal laws. The Bishop's School takes affirmative action in support of its policy to employ and advance all qualified candidates.Powered by JazzHRmccamwzBTk

Salary : $65,000 - $71,000