Scheduling & Events Coordinator

The University of Pittsburgh Campus Recreation department is seeking a Scheduling & Events Coordinator to oversee facility scheduling, event logistics, and student staff leadership across multiple recreation and athletic venues.

This role is responsible for managing facility reservations and rentals, coordinating event operations, serving as the primary liaison for event hosts, and ensuring an exceptional participant and student employee experience. The position works a varied on-campus schedule, including evenings and weekends, based on operational needs and events.

Key Responsibilities

Scheduling, Events & Facility Operations

• Manage facility reservations and rentals, including responding to inquiries and completing reservation procedures

• Coordinate event logistics including setup/teardown, facility access, custodial coverage, and operational support

• Serve as the primary liaison to event hosts and provide event planning guidance

• Oversee operations of satellite facilities including the Sports Dome, Trees Hall spaces, and shared athletic facilities in Fitzgerald Field House and Cost Center

• Collaborate with campus partners including athletics, facilities management, security, and custodial teams to support successful events

• Support facility scheduling for informal recreation, reservations, and special events

• Coordinate staffing coverage with the Facilities & Operations team for events and facility operations

• Participate in department radio coverage and on-call rotation

Student Staff Leadership & Development

• Lead the recruitment, hiring, training, scheduling, supervision, and evaluation of approximately 35 student event staff

• Foster an engaging, inclusive, and service-focused work environment

• Develop and implement staff training and professional development initiatives focused on communication, leadership, customer service, problem-solving, and other transferable skills

• Provide daily coaching, mentorship, and performance feedback to student employees

• Support department-wide onboarding, training, engagement, and recognition initiatives

Administration & Systems Management

• Serve as system administrator for operational platforms including EMS, Fusion, and Connect2Concepts

• Manage software access, training, documentation, and reporting

• Process student staff timecards and support payroll operations

• Assist with budget projections and equipment/supply purchasing

• Track and analyze facility usage and event metrics

• Compile monthly and annual reports and provide operational recommendations based on data analysis

Qualifications

• Bachelor’s degree required; Master’s degree preferred

• Equivalent combinations of education and relevant experience will be considered

• Minimum of 3 years of experience in facility scheduling, event logistics, or operations management, preferably in collegiate recreation, community recreation, or sports facilities

Work Arrangement

This position operates on a hybrid schedule with a combination of on-campus and remote work. The schedule includes varied hours and days, including evenings and weekends, to support events and operations.

Find out more about Pitt Campus Rec here:

Campus Recreation | Division of Student Affairs

Recreation And Wellness Center | Division of Student Affairs