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University of Rochester Resource Scheduler - 221371 in Rochester, New York

Resource Scheduler Job ID 221371

Location School of Medicine & Dentistry Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 009 Institute for Innovative Educ


Position Summary:

The Center for Experiential Learning (CEL) resource schedulers arrange courses, activities, and events throughout the Medical Center, School of Nursing, and Saunders Research Building.

Resource schedulers are the front line ambassadors for CEL services and assist with many departmental functions. Although their primary responsibility is to schedule auditoriums, classrooms, histology labs, and conference space for internal departmental classes and meetings, they also assist with scheduling media and housekeeping support when requested.

Resource schedulers compare requested events with the scheduling software and tailor requests with appropriate space so event outcomes are successful. They make every effort to accommodate customer requests promptly and professionally.

The successful Resource Scheduler will have exceptional organizational and multi-tasking skills. They will work under general direction and latitude for initiative and judgment, and use advanced secretarial skills to accomplish both routine and non-routine tasks.


Answer and route incoming phone calls.

  • Answer calls coming into CEL main phone number. This requires an awareness of duties and responsibilities of staff in CEL and Miner Libraries, which together form the operational arm of the Institute for Innovative Education.

  • Assist callers in identifying needs and then triaging calls appropriately.

    Schedule approximately 80,000 space and service requests annually, using EMS room scheduling software.

  • As one of two Resources Schedulers in CEL, act as primary point of contact with academic units on a range of complex scheduling, operational, and administrative issues related to academic course offerings.

  • Coordinate the development of the master schedule each semester with course coordinators.

  • Schedule all certification and final exams into appropriately sized and resourced rooms.

  • Consult with customers to determine any special needs and recommend possible solutions.

  • Interpret and explain policies and potential charges.

  • Identify, investigate, and resolve conflicting requests.

  • Relay information to all appropriate teams to ensure exceptional customer experience.

    Facilitate access to space and distribute equipment to faculty, staff, and students.

  • Unlock rooms in the morning, for access by different groups throughout the day. This includes rooms in the School of Nursing, Saunders Research Building, and the Medical Center.

  • Distribute and maintain room keys and swipe access cards.

  • Daily, verify all keys/swipe access cards have been returned.

  • Act as a liaison with Parking, Public Safety, Environmental Services, and other service departments.

  • Distribute technology equipment and materials for medical school classes and other scheduled activities.

  • Provide basic instruction to customers in proper use of equipment.

    Monitor the condition of physical spaces and equipment; initiate corrective actions, as needed.

  • Ensure facilities and furnishings are clean, functional, and welcoming.

  • Regularly inspect the condition of auditoria, conference rooms, classrooms, problem-based learning labs, etc.

  • Ensure technology and equipment in each of these rooms are in good working order.

  • Follow up with Media Team, Environmental Services, Facilities, or other appropriate department to make repairs or correct problems efficiently.

  • Ensure rooms are stocked with markers, erasers, and other supplies, as needed. Order more supplies when stocks get low.

  • Write down inspection dates, remedial actions, and outcomes on spreadsheet.

    Make sure room configuration is appropriate for the scheduled activity.

  • Requires pushing tables and chairs into different set-ups (for example, conference event, dynamic academic class, simple team get-together), as per customer’s or instructor’s specifications.

    Electronically maintain and distribute confirmation reports daily.

  • This involves downloading and sending out room reports and activity logs to staff in departments where classes or activities will take place.

  • Maintain accurate distribution lists of those who require daily reports.

    Provide support for other areas in peak times, as required.


    2 years of post-high school education or equivalent; at least 3 years of secretarial and office experience, including 1 year in a position which demonstrates the ability to work with minimum supervision.

    Preferred: Experience with EMS scheduling software.

    Excellent customer service, communication, and interpersonal skills, both in person and by phone, with a high degree of professionalism.

    Position requires expertise in computer skills using an assortment of software programs. Must have a good working knowledge of Microsoft Office, Internet, electronic mail, and multiline telephones.

    How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled