Facilities Scheduling Specialist - Carroll Community College : Job Details

Facilities Scheduling SpecialistSalary: $36,979.00 - $48,997.00 AnnuallyLocation : Westminster, MDJob Number: FY26-00010 Job Summary

This position is responsible for scheduling, coordinating, and approving non-academic or continuing education internal meetings and events as well as qualified community groups including governmental and community use for all College rooms and grounds within the campus scheduling software program. This position has direct responsibility for the campus key inventory, space inventories and associated signage. This position also provides administrative support to the Senior Director, Facilities Planning and Management and the Supervisor, Maintenance Services, as needed. Ability to work occasional evenings and weekends is required. This position reports to the Senior Director, Facilities Planning and Management.

Essential Job Functions

• Inputs daily requests and changes in the scheduling software, including but not limited to, locating available space, scheduling rooms, verifying use, arranging catering services, and finalizing all set-up needs. Generates daily room use report and uses other reporting tools as required.
• Serves as the primary contact for all facility reservations for non-academic internal events and qualified community use groups. Maintains communication with internal and external planners to guide them through the scheduling process. Works occasional evening or weekend as needed to support large, campus wide events.
• Communicates information to a diverse population regarding policies, procedures, and/or general information for college personnel, students, and the community, using discretion as appropriate and required.
• Assists users in the understanding of policies related to facility use and refers those not meeting policy to other available agencies for assistance.
• Problem solves issues of scheduling conflicts with other College faculty and staff.
• Works closely with other College event schedulers to facilitate use of available space for non-academic and community use.
• Acts as primary coverage for reception desk in the Facilities Management Office. Greets customers, identifies needs, and schedules services as appropriate.
• Develops, promotes, and maintains a network of relationships with various College departments whose participation is essential for successful events. Maintains a liaison relationship with, but not limited to, campus dining services, maintenance, environmental services, media services, campus police, theater, etc.
• Serves on 25Live (scheduling software) Steering Committee.
• Assists with the coordination of non-academic event set-up assignments between Maintenance, Environmental Services, and Mail Services/Receiving staff.
• Works with College maintenance staff to support data entry needs in facilities work order ticketing system.
• Assists the Senior Director to ensure accurate campus operating hours are communicated effectively via electronic voicemail attendant programs, internal portal, and college website.
• Works with Senior Director to update and maintain accurate signage for all classrooms and employee offices on campus. Has primary responsibility for the ordering and installation scheduling of classroom and office signs.
• Works with Senior Director to update and maintain campus space inventory used for State reporting. Ensures State classification codes are properly assigned and recorded in inventory and campus scheduling software.
• Acts as the first point of contact for all Room Access, Key Requests and Parking Permits. Assigns permissions in electronic access controls program. Prepares and distributes keys and permits. Accepts returned keys back into inventory. Maintains accurate records of associated key and parking permit assignments and distribution.
• Monitors and maintains accurate inventory of all employee key records.
• Performs accurate data entry for various department services, including but not limited to room access, keys, parking permits, and invoice procedures.
• Provides back-up for Mail Services as needed.
• Provides back-up for Information Center as needed.
• Performs other duties as assigned.

Minimum Requirements to Perform Work

• Associate degree or equivalent and three (3) years of prior experience with similar functions.
• Proficiency in Microsoft Office applications. Ability to learn and use specialized local and cloud-based software applications.
• Excellent organization and customer service skills required.
• Effective oral and written communication skills required.
• Existing proficiency with a facilities scheduling software is preferable.
• Ability to work with a diverse population of faculty, staff, students, patrons, vendors and contractors.
• Demonstrated ability to work calmly, professionally, and effectively in an environment of competing priorities.

Supplemental Information

SALARY INFORMATION:

This full-time position will be placed on the College 12-month employee non-exempt staff salary scale at grade 7. Actual salary placement based on qualifications and experience. Position includes excellent fringe benefits package.

PHYSICAL DEMANDS:

The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Additionally, the following physical abilities are required:

• Hear/talk/communicate – Must be able to exchange information and communicate
• Visual Acuity - Ability to perceive or detect surroundings
• Mental Acuity – Able to focus, concentrate, understand, and convey subject matter
• Repetitive motion (i.e., keyboarding)
• Stand/sit/walk/able to move or traverse from one area to another

WORK ENVIRONMENT:

College campus, direct contact with diverse students, staff, faculty and the general public in classrooms, common and shared areas, offices, and campus environments. Work environment involves everyday risks or discomforts which require normal safety precautions typical of such places as office, meeting, and training rooms. Use of safe workplace practices with office equipment; computers for data entry and word processing with some highly technical applications and new technology systems; avoidance of trips and falls; observance of fire and building safety regulations and all college policies.

TO QUALIFY FOR EMPLOYMENT, SELECTED CANDIDATES MUST:

• successfully complete a criminal background check (for designated positions)
• be able to work on campus as of the first day of employment
• be a resident of DE, MD, PA, VA, WV or DC as of the first day of employment
• be currently authorized to work in the US, as the College does not offer Visa sponsorships

Carroll Community College has the right to revise this position description at any time, and this position description does not represent in any way a contract of employment.

Carroll Community College is committed to creating a diverse, equitable and inclusive environment. Carroll Community College is committed to Equal Opportunity Employment.

Salary/Compensation: $36,979 - $48,997 per year

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