Scheduling Coordinator

Job Code: 3653361

Job Details

Pacific Academy is seeking an experienced Scheduling Coordinator to lead the development and execution of our internal and external events. Reporting to the Auxiliary Program Manager, this is a 1.0 FTE, year-round position. The ideal candidate will possess a strong commitment to Christian values, and a proven track record in coordinating events and schedules.

Responsibilities include scheduling events, managing customer service, growing and ensuring a cohesive and enriching experience for all stakeholders.

If you are an innovative and dedicated individual with a heart for Christian education and a commitment to promoting Christian values, we invite you to send your resume to


1. Scheduling & Coordination

  • Prepare the event workflow, and budget including but not limited to:
    • Booking Request
    • Booking Approval/Contract
    • Booking Workflow (assignment of facilities/equipment, services (HVAC, security), staff, scheduling, etc)
    • Booking Follow-up/Payments
  • Ensure brand and messaging for all events are in accordance with School brand standards

2. Event & Resource Coordination

  • Build, develop, and maintain strong relationships with event stakeholders across the School through proactive and consistent communication that ensures event objectives are being met
  • Responsible for day-of and post-event coordination when the Special Events Planner is not assigned.
  • Coordinate the involvement of all service providers, including but not limited to: Facilities, Custodial/Security, Catering (i.e., Canuel), I.T. and Technical Services
  • Working with the Special Events Planner to ensure adequately trained staff are available to successfully execute events including hiring, training and managing the work and performance.
  • Manage inventory and food service equipment for bookings.
  • Monitor all event-related budgets ensuring that events are delivered on-budget, proactively communicating any possible shortfalls

3. Event Administration

  • Maintaining booking systems, coordinating contracts, correspondence, invoicing, payments, and on-going relationships with events-related vendors and third-party services
  • Preparing booking summaries for School Leadership as necessary
  • Ensure all relevant information from events is prepared and entered into the appropriate database following each event—providing event reports as needed.


  • Good team player with strong communication and collaboration skills
  • Detailed understanding and experience in event management and coordination
  • Project management/planning experience
  • Strong attention to detail and personal work ethic
  • Natural problem solver with the ability to think creatively
  • Develop and execute established systems, processes and procedures
  • A focus on excellence
  • Availability and willingness to work evenings, weekends, and long days, as needed
  • Experience with various computer applications and financial systems (i.e.,Event Management Systems, Google Workspace, Microsoft, etc.)), an asset.
  • Previous experience developing and maintaining a budget.
  • Safe Food Handling Certification, preferred.
  • Current First Aid and CPR Certificate, preferred.

Salary Range:

$52,000-$58,000 1.0 FTE 12 months

2 weeks annual plus additional days between Christmas and New Years

Potential candidates should submit a cover letter and resume, including applicable experience, to and download a Pastor Reference Form for their pastor to complete and submit directly to

Posted On
May 02, 2024
Closing Date & Time

Job Type
Full Time
Job Category
ECE, EA and Support Staff
Pacific Academy School
Mandatory Document
  • Resume
  • Cover Letter
  • Additional Documents