Facilities and Events Coordinator

Overview

POSITION SUMMARY

The selected candidate will coordinate the use of IMSA facilities in support of academic instruction, student activities, institutional operations, campus events, educational programs, and engagement with internal and external constituents.

Hours/Shift/Work Schedule: This position is a full-time, non-exempt position. Hours worked: 8:00am – 4:30pm, Monday through Friday with periodic evening and weekend hours.

The internationally recognized Illinois Mathematics and Science Academy® (IMSA) develops creative, ethical leaders in science, technology, engineering, and mathematics. As a teaching and learning laboratory created by the State of Illinois, IMSA enrolls academically talented Illinois students (grades 10-12) in its advanced, residential college preparatory program. It also serves thousands of educators and students in Illinois and beyond through innovative instructional programs that foster imagination and inquiry (www.imsa.edu).

The Illinois Mathematics and Science Academy (IMSA) is committed to an equitable, diverse, and inclusive teaching and learning environment. Through a model of Equity and Excellence, IMSA has committed to advancing equity in STEM education and representation and creating a diverse, inclusive community of global citizens who can realize their full potential and execute our mission to advance the human condition.

This Equity and Excellence Model is the intentional integration of Cultural Competence, Diversity, Equity, Equity-Minded Frame, Excellence and Inclusion into every facet of the Academy, with the understanding that it is an active and ongoing process involving structures, processes and people and not an isolated initiative.

This position will support IMSA's Equity and Excellence Model by ensuring the delivery of quality, equitable, and inclusive support while promoting and maintaining an inclusive work environment and culture that embraces the diversity of people and perspectives collaborating at IMSA to ignite and nurture creative, ethical, scientific minds that advance the human condition.

Responsibilities

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

• Support the Senior Executive Director of Facilities and Capital Planning with scheduling information, coordination of activities, operational documentation, and related assignments.
• Serve as a primary coordination point for internal campus events and external facility requests including all coordination of room reservations, furnishings, technology equipment, maintenance support, safety and security, and food service arrangements as applicable.
• Provide effective collaboration with students and all departments, both event requesters, and event supporters, to ensure effective planning and execution of campus events.
• Collaborate with Academics division to ensure classroom needs meet academic schedules, including, room assignments, classroom capacity limits, furniture and technology requirements, accessibility, and reassignments/rescheduling.
• Resolve conflicts as they relate to unsuitable room assignments and overlapping reservations by providing alternative solutions.
• Facilitate the weekly facilities coordination meeting, which includes representation from across the Academy, related to operations.
• Maintain accurate electronic and paper records, room calendars, event schedules, facility-use documentation, visitor information, and related correspondence.
• Attend designated large-scale campus events to provide support and respond to facility and scheduling issues.
• Assess the effectiveness of processes and identify opportunities to improve processes
• Serve as backup to the shipping and receiving department as necessary.
• Other duties as assigned.

Qualifications

MINIMUM QUALIFICATIONS

• Associate’s degree and a minimum of 3 years of related work experience, or an equivalent combination of education and experience.
• Experience in event coordination, scheduling, program support, facilities use, or related fields.
• Exceptional organizational, problem-solving, and project coordination skills.
• Ability to work effectively with individuals of various backgrounds and all organizational levels.
• Excellent communication, collaboration, and interpersonal skills with strong commitment to outstanding customer service.
• Ability to coordinate multiple activities with competing priorities to meet established deadlines.
• Proficiency with Microsoft Office and Google Suite
• Ability to work periodic evening and weekend hours to support scheduled campus events and programs.

PREFERRED QUALIFICATIONS

• Bachelor’s degree in education, event management, hospitality, business administration, facilities management, or other related field
• Experience in an educational/school setting and/or state agency
• Experience using SchoolDude or similar facilities management platforms, campus scheduling systems, and general understanding of instructional technology

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS:

Work is performed in an office setting and across campus facilities with minimal exposure to health or safety hazards. Substantial time is spent working on a computer. This role generally requires mobility, written and verbal communication, hearing and visual capabilities. There may also be occasional need to assist with the movement of tables, chairs, equipment, and other event materials in accordance with applicable safety procedures. However, reasonable accommodations, including assistive technology, may be made to enable qualified individuals with disabilities to perform such requirements.

COMPENSATION:

This is a full-time, non-exempt, employment-at-will position. This position has a salary range of $57,000 - $70,000. IMSA offers a comprehensive state benefits package (major medical, dental, and vision) with rates found here and a retirement plan through the State University Retirement System (SURS).

To continue moving diversity, equity and inclusion forward, IMSA seeks to recruit, support, and retain diverse, talented individuals who are culturally competent, equity- minded, and constituent–centered. IMSA provides equal employment opportunities to all applicants and employees without regard to race, color, religion, gender, gender identity or expression, sexual orientation, age, national origin, ancestry, citizenship status, pregnancy, disability, genetic information, marital status, political affiliation, amnesty, arrest record, military status, unfavorable discharge from the military or status as a covered veteran in accordance with applicable federal, state and local laws.