Scheduling & Events Coordinator

Aid in the implementation of departmental directives within area of responsibility.

JOB SUMMARY

The Scheduling and Events Coordinator is responsible for managing event scheduling across University Events and Campus Recreation facilities, overseeing front-line customer service operations, supervising Club Sports events, and supporting daily administrative functions within the LaHaye Ice Center and Club Sports areas. This position ensures efficient coordination of facility usage, maintains accurate scheduling systems, and provides leadership and management to customer service staff and event personnel to deliver a high standard of service and successful event execution.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

Schedule & Facility Coordination

· Serve as the primary scheduler for all University Event and Campus Rec facilities

· Coordinate, manage, and update facility schedules in 25Live and related scheduling documents.

· Ensure timely, accurate, and professional communication with internal and external facility users

Workday & Time Management

· Serve as the Workday and Absence Approver for assigned staff

· Oversee the monitoring of employee attendance, review and approve time-off requests, and ensure timesheet accuracy.

· Oversee the managing of staff scheduling through SubItUp, ensuring proper coverage and effective communication of schedule changes.

Customer Service & Front Desk Operations

· Oversee the supervision of the Customer Service Staff, including training, scheduling, and daily support.

· Maintain a high standard of professionalism and customer service in all front desk operations.

· Oversee day-to-day customer interactions, ensuring prompt and effective response to questions, concerns, and facility needs.

Event Management

· Coordinate and manage Club Sports and LaHaye Ice Center events.

· Oversee all event logistics, including scheduling, venue preparation, equipment, and operational needs.

· Supervise and coordinate event staff to ensure efficient operations and a high-quality guest experience.

· Collaborate with internal departments and external partners to support successful event execution.

· Monitor event operations and resolve logistical issues to ensure events run smoothly and safely.

Administrative Duties

· Oversee incoming mail and package distribution for the LaHaye Ice Center, ensuring timely delivery to appropriate staff.

· Maintain accurate staff records and assist with onboarding and training documents

· Strictly adheres to Liberty University policies, representing the University in an exemplary manner.

· Works effectively as a team member, embracing and fostering LU’s Christian model and Mission – Training Champions for Christ.

· Other duties as assigned.

SUPERVISORY RESPONSIBILITIES

Directly supervises Graduate Assistants and Customer Service Student Workers

Provides training, scheduling, and daily oversight to ensure effective operations

· Total supervision includes:

o 1 Graduate Assistant

o 16 Student Workers

QUALIFICATIONS AND CREDENTIALS

Education and Experience

Minimum Qualifications

· Bachelor’s degree in Sports Management, Business Administration, Event Management, or a related field.

· 0-2 years of experience in facility scheduling, event management, operations, or a related field.

· Strong organizational and time management skills, with the ability to manage multiple schedules and priorities simultaneously.

· Proficiency in scheduling systems (e.g., 25Live), workforce management platforms (e.g., Workday, SubItUp), and Microsoft Office Suite.

· Excellent written and verbal communication skills, with a commitment to professional and timely communication.

· Demonstrated leadership and supervisory experience, including managing student workers or support staff.

· Strong customer service orientation with the ability to resolve issues effectively and professionally.

Preferred Qualifications

· Master’s degree in Sports Management, Higher Education, Business Administration, or a related field.

· Experience working in collegiate athletics, campus recreation, or ice rink/facility operations.

· Familiarity with Liberty University systems and processes (e.g., 25Live, Workday).

· Experience coordinating large-scale events or managing high-traffic athletic facilities.

ABILITIES AND COMPETENCIES ESSENTIAL TO THE FUNCTION OF THE JOB

Communication and Comprehension

· Ability to effectively communicate both verbally and in writing to convey clear, well-articulated information.

· Ability to understand, speak, and write English to convey messages and correspond in an articulate and professional manner.

· Possess public communication skills that allow professional representation of Liberty University.

· Demonstrates strong interpersonal skills and the ability to build and maintain positive working relationships with internal and external stakeholders.

· Ability to clearly communicate scheduling changes, policies, and expectations to diverse audiences (staff, students, coaches, external clients).

· Strong organizational skills with the ability to manage multiple priorities and deadlines simultaneously.

· Proficient computer skills, including scheduling software (e.g., 25Live), Microsoft Office Suite, and other event management platforms.

· Ability to maintain accurate records and documentation with a high level of attention to detail.

Problem Solving

· Intuitively able to reason, analyze information and events, and apply sound judgment to solve both routine and complex problems.

· Ability to anticipate scheduling conflicts and proactively implement solutions.

· Demonstrates flexibility and adaptability in a fast-paced, event-driven environment.

· Ability to assess facility usage needs and make strategic recommendations to maximize efficiency and resource utilization.

· Capable of handling unexpected issues (e.g., weather disruptions, facility conflicts, staffing shortages) in a calm and professional manner.

Physical and Sensory Abilities

· Required to travel throughout Liberty University’s campus and the Lynchburg, VA area.

· Required to sit for extended periods to perform deskwork or operate a computer.

· Regularly required to hear and speak to effectively communicate in person and via phone.

· Regularly required to stand, walk, and climb stairs to navigate campus facilities.

· Ability to handle materials, reach overhead, kneel, or stoop to support facility operations.

· Regularly lift and/or move up to 50 pounds.

· Ability to work in a variety of environments, including indoor offices, athletic facilities, and outdoor event spaces.

Additional Competencies

· Strong attention to detail and accuracy in scheduling and event coordination.

· Ability to maintain confidentiality and handle sensitive information with discretion.

· Demonstrates servant leadership mindset aligned with Liberty University’s mission and values.

· Ability to supervise, train, and evaluate staff, including student workers and graduate assistants.

· Strong time management skills with the ability to prioritize tasks effectively.

· Commitment to customer service excellence and creating a positive experience for all facility users.

· Ability to work evenings, weekends, and holidays as required by event schedules.

WORKING CONDITIONS

Work Environment

The working environment in which one will typically perform the essential functions of this position is primarily a climate-controlled office setting. The environment is well-lit, and the noise level is generally moderate. This position also requires regular work outside of the office environment to support facility operations and event management. Responsibilities may include oversight and facilitation of indoor and outdoor events across campus. Outdoor work may occur in varying weather conditions, including heat, cold, rain, or inclement weather, and may require extended periods of standing, walking, or active engagement.

The role may involve moderate physical activity during events, including setup, breakdown, and operational support, which can vary in intensity depending on event size and scope. Occasional exposure to loud environments, such as athletic events or large gatherings, should be expected. The position requires a flexible schedule, including frequent evenings, weekends, and holidays, with extended hours during peak seasons, special events, or high-demand scheduling periods. While the role does not typically involve hazardous conditions, there is a potential for limited exposure to minor risks associated with facility operations and event environments, such as moving equipment, slippery surfaces, or crowded venues. Appropriate safety practices and awareness are always required.

Driving Requirements

This position requires regular travel in the performance of duties and responsibilities. The use of a personal vehicle and/or Liberty University vehicles may be required to support scheduling, facilities operations, and event management across campus and within the Lynchburg, VA area.

Proof of a valid driver’s license, an acceptable DMV driving record, Liberty University Driving Approval, and current liability insurance is required when operating any vehicle in the performance of job duties. The Scheduling & Events Coordinator is required to obtain and maintain Liberty University certification to operate University vehicles, including a 25-foot box truck, minibus, and pick-up truck, to assist with the transport of equipment, event setup and breakdown, and coordination of facilities operations. Driving responsibilities will occur on a frequent basis and may include transporting personnel, equipment, and event materials under varying time constraints. Occasional extended or non-standard hours (evenings, weekends, and holidays) may be required to meet operational and event-related needs. All driving must be conducted in accordance with Liberty University policies and applicable state and federal regulations.

Time Type

Full time

Location

Onsite

Pay Range

Compensation is determined based on factors such as qualifications, experience, education, skills, and certifications, along with University needs and external market conditions. Market benchmarks may be used, as appropriate, in combination with internal equity to ensure pay is fair and aligned with the broader compensation structure.

The position may also be eligible for comprehensive benefits, including health insurance, retirement plans, and tuition assistance.

$18.27 - $21.63

The University is an Equal Opportunity Employer. We believe it is our moral and legal obligation to meet the responsibility of ensuring that all management practices regarding employees are conducted in a nondiscriminatory manner. In compliance with Title VII of the 1964 Civil Rights Act, and other applicable federal and state statutes, all recruiting, hiring, training, and promoting for all job classifications will be administered without regard to race, color, ancestry, age, sex, national origin, pregnancy or childbirth, disability, military veteran status or other applicable status protected by law, including state of employment protected classes. It is, therefore, our policy and intention to evaluate all employees and prospective employees strictly according to the requirements of the job. All personnel related activities such as compensation, benefits, transfers, job classification, assignments, working conditions, educational assistance, terminations, layoffs, and return from layoffs, and all other terms, conditions and privileges of employment will be administered without regard to race, color, ancestry, age, sex, national origin, pregnancy or childbirth, disability, military veteran status or other applicable status protected by law, including all applicable state of employment protected classes. The University is a Christian religious-affiliated organization; and as such, is not subject to religious discrimination requirements. The University’s hiring practices and EEO discrimination practices are in full compliance with both federal and state law. Federal law creates an exception to the “religion” component of the employment discrimination laws for religious organizations (including educational institutions), and permits them to give employment practice preference to members of their own religious beliefs.