Scheduling Coordinator

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 careers@mypacificacademy.net.

RESPONSIBILITIES:

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.

SKILLS & EXPERIENCE:

• 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 careers@mypacificacademy.net and download a Pastor Reference Form for their pastor to complete and submit directly to careers@mypacificacademy.net.