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Scheduling Manager
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Position Number: 5712196
Location: Boulder, CO
Position Type: Conference and Events Administration

Scheduling Manager

Requisition Number: 59816
Location: Boulder Colorado
Employment Type: University Staff
Schedule: Full Time
Posting Close Date: 20-Oct-2024
Date Posted:

Job Summary

The College of Music at CU Boulder encourages applications for our Scheduling Manager! This position is a member of the operations team in the College of Music and is responsible for administration and scheduling of student recitals, guest artist recitals, ensemble performances, specific classes, recordings, rehearsals and other events. Additionally, this individual is responsible for coordinating all support needs such as stage management, recording, livestreaming, and promotion for events.

This position requires nuanced navigation of competing demands and priorities to ensure effective overall use of spaces and requires independent judgment, decision making, discretion and managing relationships with a large number of faculty, staff and students. This type of scheduling requires a proactive approach, getting in touch with collaborators as needed, and persistent follow-up. We're looking for someone organized and attentive to detail who possesses strong communication skills.
The University of Colorado Boulder is committed to building a culturally diverse community of faculty, staff, and students dedicated to contributing to an inclusive campus environment. We are an Equal Opportunity employer, including veterans and individuals with disabilities.

Who We Are

The College of Music, founded in 1920, is recognized as one of the top comprehensive music schools in the country. The College of Music offers seven degree programs in over 28 fields of study, at the bachelor's level through the doctorate. Our dedicated and encouraging community of 550 degree-seeking students, 70 full-time faculty, 30 part-time faculty, and 30 professional, technical and administrative staff produces over 350 performances and numerous guest lectures, master-classes, and outreach events each year!

What Your Key Responsibilities Will Be

Event Scheduling and Planning:

Serve as administrator for the complex scheduling of the College's classrooms, rehearsal, conference, and performance spaces to accommodate the teaching/instructional needs of the academic calendar, and external users and rentals.
Respond to space requests and inquiries from parties external to the College including other campus entities and work with the operations manager to determine the most appropriate responses.
Provide solutions and guidance for the best use of building space for the college and external users which includes supervision and oversight for appropriate use of space by interpreting and applying University policy as well as fire-code and occupancy standards.
Hold and conduct the yearly planning calendar meeting that includes major partners in the College of Music that schedule performances. This complex task requires advance preparation and includes 2-3 years of forecasted events that need to be reconciled with the campus academic calendar and considers campus closures/events/requirements where necessary. This is a collaborative working meeting in which this position facilitates compromises between the various areas, as well as factoring in space considerations and technical requirements/preparation for each of the events.
Reconcile semester academic grids with the Event Management System (EMS) schedule. Enter applicable details including studio class time, faculty leadership meetings, recital previews, colloquia, etc. Verify accuracy between academic grids and the EMS.
Reconcile final exam schedule in the EMS.
Maintain, manage and schedule juries based on annual rotation.
Manage and maintain body of chamber music reservations in support of the College chamber music program and enter all applicable details in the EMS.
Coordinate all performance category reservations as needed with the appropriate constituents at the College of Music including:

CU Presents team for promotional needs and programs
Recording technicians for recording needs
Livestreaming team
Keyboard technicians for tuning, moving and servicing needs

Troubleshoot room conflicts with students, faculty and staff when they arise.
Coordinate and schedule spaces for summer programming including:

High school and middle school SMA (summer music academies)
Conducting symposium
External special groups such as Sphinx, MTNA, Youth Piano Program, summer rehearsals or events hosted by other campus entities
Summer MME curricular schedules

Student Recital Scheduling and Administration:

Scheduling of student recordings, fully-supported recitals and student dress rehearsals in the Event Management System (EMS), which includes receiving student recital requests, working with students, faculty, and sta to identify available recital dates and times, and entering all applicable details in the EMS, the COM planning calendar, and Signup Genius.
Maintain and supervise recital scheduling processes and procedures; evaluate and enforce college scheduling policy, analyze and make process changes as needed, and determine if there are efficiency opportunities within current scheduling practices.
Maintain and manage "self-managed" student recitals.
Manage the CU StoreFront used to collect payments for student recordings and recitals, which includes making product updates as needed and reconciling payments processed in the StoreFront with payments posted on m-Fin detail reports.

Operations support:

Other operations support duties as needed including:

Assist with moving stands/chairs and occasional room setups
Assist with student/faculty/staff access to spaces as needed on a back-up basis
Assist students/faculty with various requests such as finding spaces on a back-up basis

What You Should Know

This work will be in-person on the Boulder campus with the work schedule Monday through Friday with some events on evening and weekends.

What We Can Offer

The salary range for this position is $58,000 - $65,000 per year. Relocation assistance is available within department guidelines.

Benefits

The University of Colorado offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO Pass. The University of Colorado Boulder is one of the largest employers in Boulder County and offers an inspiring higher education environment. Learn more about the University of Colorado Boulder.

Be Statements

Be effective. Be supportive. Be Boulder.

What We Require

Bachelor's Degree OR equivalent combination of education and experience may substitute for the degree requirement on a year for year basis.
One year of related, professional experience in an office setting, such as in operations, logistics, or scheduling.

What You Will Need

Ability to manage complex/multiple calendars.
Ability to manage complex projects with detailed timelines, space considerations, and personnel implications.
Outstanding/nuanced writing skills.
Ability to thrive in a fast-paced setting with nuanced, changing information and competing priorities.
Ability to communicate and interact effectively with many different people and demonstrates strong social/emotional intelligence.

Special Instructions

To apply, please submit the following materials:

A current resume.
A cover letter that specifically tells us how your background and experience align with the requirements, qualifications, and responsibilities of the position.

We may request references at a later time.

Please apply by October 20, 2024, for consideration.

Note: Application materials will not be accepted via email. For consideration, please apply through CU Boulder Jobs.

In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

To apply, visit https://jobs.colorado.edu/jobs/JobDetail/Scheduling-Manager/59816