Coordinator of Space Scheduling and Special Events Planning

The Coordinator of Space Scheduling and Special Events Planning (Coordinator) plays a key role in ensuring the strategic use of Touro University space for scheduling all non-classroom programs at the University and special events. The position is located at Touro's Cross River Campus, 3 Times Square, New York City. This Coordinator is responsible for working directly with the respective schools/programs to coordinate space, scheduling for all events. The individual in this role will oversee the day-to-day operations of creating, maintaining, and monitoring year-round space assignments for all programs. The Coordinator will create a master schedule/calendar that maximizes the use of both classroom and special event space and will coordinate the design and implementation of special events. This role requires strong engagement with the Touro University Director of Security and the Senior Director of Facilities to provide assistance and coordination. The position reports to the Senior Vice President of Operations for Touro University through his aforementioned directors.

Responsibilities include but are not limited to:

Space Scheduling and Coordination:

• Serve as the main contact for scheduling all non-classroom programs and special events at the University. Manage facilities/room assignments, resolve conflicts, and troubleshoot issues.
• Interface with University departments and colleges/programs to coordinate space scheduling information and address inconsistencies.
• Evaluate schedule requests for adherence to campus policies and procedures; contact departments for supplementary information and justifications as necessary
• Provide training for users of the space scheduling system and monitor user performance.
• Audit and maintain the electronic space schedule and related reports.
• Review and adjust space assignments each semester based on utilization and program needs.
• Verify term dates and room assignments for events in coordination with various departments and programs.
• Prepare relevant scheduling materials to ensure impacted offices receive information in a timely fashion.
• Responsible for communicating and enforcing scheduling deadlines as needed.

Event Planning & Execution:

• Design, plan, implement, and coordinate customized events, including special events for professional and graduate programs, in alignment with key academic timelines and in consultation with the Registrar's Office, Institutional Research Office, Financial Aid Office, and other relevant departments.
• Serve as a member of an events team and contribute to a wide variety of functional areas including decisions around budget allocation, event logistics, and facilities.
• Consult with stakeholders to determine objectives and requirements of academic events. Inspect event facilities to ensure they conform to the event needs and compliance requirements.
• May serve as project leader on smaller scale events, coordinating teams that plan, implement, and manage all aspects of events, or manage program elements of larger scale events.
• Will use specialized event planning and space scheduling software.
• Coordinate with the Communication Department and Provost to ensure that all events advance the University's brand and organizational objectives.
• Monitor event activities to ensure compliance with applicable regulations and laws, satisfaction of participants, and resolution of any issues that arise.
• Undertake additional duties to support the Facilities and Security departments as needed.

Education/Experience

• Bachelor's degree is required; a degree in hospitality management, event management, business administration, or a related field is preferred.
• 2 or more years of relevant event and space scheduling experience in a university or a similar organizational setting.
• Proven track record in coordinating academic or professional events and managing projects.

Knowledge/Skills/Abilities

• Excellent communication and coordination with various academic programs, administrative staff, external stakeholders and other departments.
• Strong organizational and problem-solving skills to manage conflicts, deadlines, and logistics.
• Ability to audit schedules, interpret data, and ensure compliance with institutional policies.
• Knowledge of compliance, safety protocols, and other regulatory requirements for hosting events.
• Strong leadership and team management skills, with experience providing user support and leading cross-functional projects.
• Ability to work in a dynamic environment and adapt to changing priorities.
• Experience with CourseDog or other space scheduling software a plus.
• Proficiency in Microsoft Office, especially Excel, Word, and Outlook.

Travel

• As needed, to other Touro Campuses

Working Conditions

• Attendance at some special events outside of regular working hours may be required, with arrangements to share this responsibility with the Assistant Director of Facilities as needed.
• Ability to lift up to 25 Lbs. as needed for event setup and related tasks.
• Extensive time standing and moving throughout event and campus spaces.