Event Scheduling Specialist

The Event Scheduling Specialist facilitates the mission of the Department of Event Management by supporting the scheduling and service dissemination of event planning for the College. They provide leadership, policy oversight, direction and coordination in operational needs as they relate to institutional event planning. 

This is a full time, benefits eligible, hourly position with a hiring range of $23.66-$29.58 per hour. The anticipated start date for this position is January 2025.

Core Responsibilities:

• Provide direction and guidance to facilitate an effective and efficient process, while scheduling events in appropriate venues and in compliance with all relevant policies.  
• Advise event planners with regard to College policies and process as well as all requirements necessary for events to be  held in compliance with VT State laws, health and safety codes, and any other statutory regulations, and institutional guidelines.  
• Develop and maintain capable relationships with key internal stakeholders as well as external relationships with vendors and other essential partners.  
• Schedule all generated activities through 25Live to reserve space, deploy support services, and market events to online event calendars.  
• Support the institutional planning of annual and/or academic ceremonies such as Commencement, Convocation, Baccalaureate, and Feb Celebration as well as large annual programming, such as annual conferences and symposia Reunion and Orientations. 
• Manage event scheduling at the Middlebury Snowbowl while acting as backup scheduler for the College's Bread Loaf campus and Rikert Outdoor Center. 
   
  Provide backup support to the system administrator for 25Live. 
• Support and assist other members of the Event Management team with department responsibilities as needed. 

Requirements

• Bachelor’s degree or related experience required.  
• Exceptional ability to communicate effectively and professionally, both verbally and in writing, with all College constituents. Must be able to demonstrate creative and strategic thinking and problem-solving skills.  
• Demonstrate exceptional organizational, planning and project management skills, and capability to work both collaboratively and independently.  
• Able to work in a fast-paced, dynamic environment, managing multiple projects with varying priorities and deadlines. Demonstrate ability to lead multiple complex projects with cross-functional teams.  
• Must have strong computer proficiency including Microsoft Office &/or Mac [i.e., Excel, Word, PowerPoint, Outlook], SharePoint, Microsoft Teams, Google Docs and Sheets.  
• Ability to learn new software programs essential to performing event planning and scheduling responsibilities. 

Physical Demands and Working Conditions

The majority of work for this position is conducted in an office setting. Site visits to various spaces on campus to visually assess event set-ups and meet with event requesters are expected, as well as onsite support for large institutional academic ceremonies (indoor and outdoor), which may require long periods of standing. 

Other:

Offer is contingent upon successful completion of a criminal background check.

Benefits

As an employee of Middlebury College, you will enjoy being part of a vibrant supportive community. Middlebury Colleges offers its employees excellent compensation and competitive health, dental, life, disability, generous retirement matching, and vision benefits, Middlebury offers a generous time-away program - up to 34 days per year during the first two years of service, increasing as the term of service lengthens. Middlebury employees are eligible for robust educational assistance programs as well as free or reduced rates for cultural events and use of sporting facilities (including the College's golf course and Nordic and alpine ski areas). The result is a very high quality-of-life in a gorgeous setting. Middlebury Colleges offers its employees excellent compensation and other perks of employment including:

• MiddCard Privileges: access to athletic facilities, discounts at the College store, library privileges, and discounts at cultural and sporting events. In addition, the card allows door access to certain campus buildings. Spouses or domestic partners of benefits-eligible employees are eligible to receive a Spouse/Partner card with the same privileges as the employee card (except door access).
• Discounts on season passes at Middlebury College Snow Bowl, the Ralph Myhre Golf Course and the Rikert Outdoor Center.
• Access to our Partner Inclusion Program that provides comprehensive support services to the spouses and partners of Middlebury employees.
• A full listing of our benefit offerings can be found on our website by following this web link: https://go.middlebury.edu/benefits
• Or click see some of the other fun perks of working at Middlebury, whether in Vermont or Monterey!

Middlebury College is an equal-opportunity employer where diversity, equity, and inclusion are core values. To this end, the College recruits talented and diverse faculty, staff, and students from across the United States and around the world. Middlebury College encourages applications from women, people of color, people with disabilities, and members of other protected classes and historically underrepresented communities. The College also invites applications from individuals who demonstrate an ongoing commitment to advancing diversity, equity, and inclusion in the workplace.