Portland Community College | Portland, Oregon

Lead Facilities Scheduling Coordinator

• Title: Lead Facilities Scheduling Coordinator
• Category: Classified
• FLSA: Non-Exempt
• Grade: 22

Nature and Scope of Work

Under the direction of management, leads all aspects of facilities scheduling for the College. Primary accountabilities include scheduling room use for classes, meetings, special events and outside groups; administering facility use policies and procedures; generating and revising contracts for special events and performing billings and collections. Acts as liaison for the upkeep of classrooms and event spaces; identifying furniture or equipment needs. Functions as the key liaison and subject matter expert for the scheduling software application. Interacts with a diverse group of individuals and organizations including campus administration, faculty, staff, students, contractors, vendors and community members.

Distinguishing Characteristics

This classification is distinguished from the Facilities Scheduling Coordinator classification by the requirement to work with a very high degree of independence and discretion, involvement with more complex and challenging assignments and serves as lead worker over classified, student, and casual staff.

Principal Accountabilities

1. Provides guidance and oversees the assignments and projects of Facility Scheduling Coordinators, student staff and casual event staff.
2. Coordinates classroom assignments using room scheduling software and the student information system (SIS).
3. Utilizes room optimization tool in room scheduling software to identify best placement of academic classes.
4. Acts as liaison between college programs regarding room utilization to ensure efficient use of space, prioritizing student needs.
5. Works closely with program IAAs, FDCs or academic leadership to determine classroom needs, resolve room conflicts, and adjust room assignments for credit and non-credit classes each term.
6. Coordinates classroom and facilities scheduling for meetings and events of both internal and external customers using scheduling software.
7. Provides campus tours of classrooms, meeting, and event spaces to potential external renters.
8. Communicates PCC’s Facility Use Rules, event charges, and insurance requirements to internal and external customers.
9. Generates contracts and collects all required event paperwork for external events.
10. Invoices all chargeable events and maintains accurate accounting of invoices billed, payments received and associated staffing costs in compliance with all College and State requirements.
11. Maintains accurate records and electronic filing of all event paperwork in accordance with the College and State requirements. Oversees the event revenue budget and the invoicing system.
12. Communicates and collaborates with Public Safety, Facilities Management Services, Parking, Audio-Visual, Food Services, and other appropriate departments regarding arrangements for special events taking place on College property.
13. Works closely with other facility or center staff to ensure all events are properly documented and approved in compliance with College policies and procedures.
14. Serves as the administrator for scheduling software, ensuring accurate and consistent data across the College. Collaborates with IT, Application Systems & Support, and external vendors to address technical concerns.
15. Functions as key contact for support needs of scheduling software and appropriately escalates complex issues to Student Systems Support.
16. Participates in updating training guides and provides individual training to end users of scheduling software. Develops and documents procedures related to facility and event scheduling.
17. Creates and distributes campus activity reports for upcoming classes and events on campus to internal departments such as Public Safety, Facilities Management Services, and other appropriate departments.
18. Creates reports and edits/modifies report parameters for Facilities Management, Public Safety, Food Services, and other relevant stakeholders, offering data related to college-wide occupancy.
19. Participates as an active member of the Campus Safety Committee by attending regular meetings and working with Chairperson to escalate hazardous safety conditions.
20. May work with the Fire Marshall or other regulatory agencies regarding campus facilities in the absence of a supervisor.
21. Identifies the need for upgrades or the purchase of new furniture in general purpose classrooms, event spaces, or other rental spaces. Obtains input on furniture requirements, contact vendors, obtain quotes, make selection, and coordinate delivery and installation.
22. Builds relationships and works collaboratively across lines of race, culture, gender, sexual orientation, age, ability, and social economic class status to affect positive climate change and remove systemic inequities.
23. Performs other duties as assigned.

Work Environment

Work is generally performed in an office area with some exposure to inclement weather when posting signs, checking classroom capacities, etc. Exposure to video display terminal occurs regularly. Job requires significant concentration, both mental and visual, while editing, proofreading and preparing data. Scheduling deadlines often create work pressure. Must stay abreast of technology related to job.

Physical Requirements

Learned physical skill required to perform keyboarding functions. Position requires sitting for long periods in front of video terminal, and periods of standing and walking. Occasional lifting, carrying, pushing/pulling is required for moving surplus equipment and furniture, classroom and special event setups.

Minimum Qualifications

High school diploma or equivalent plus 2 years of college coursework emphasizing computer-related discipline, business technology or related field. Relevant experience may substitute for the degree requirement on a year-for-year basis.

Three years of administrative support experience with the primary focus of the experience encompassing the organization of large volumes of information; and using computer and customer service skills.

Knowledge, Skills, and Abilities

Knowledge of:

• Word processing, spreadsheets and database applications;
• Basic computer programming;
• Scheduling software;
• Impact ethnicity, race, national origin, and gender have on communication and interaction;
• General college policies and procedures.

Skills in:

• Organization, accuracy, and attention to detail;
• Problem solving and conflict resolution;
• Interpersonal partnerships;
• Public relations;
• Record keeping;
• Leading, training, and coordinating the work of others in a team environment.

Ability to:

• Operate a variety of office equipment;
• Engage effectively with an ethnically and culturally diverse population;
• Effectively communicate in oral and written form with a range of groups including faculty and students whose first language is not English;
• Work independently.

New: 12/2023

Portland Community College is committed to hiring and retaining a diverse workforce. We are an Equal Opportunity Employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or any other protected class.