The Bishop's School
Campus Scheduler and Events Coordinator
The Bishop's School, San Diego, California, United States, 92189
The Bishop's School seeks a Campus Scheduler and Events Coordinator
Founded in 1909 and affiliated with the Episcopal Church, The Bishop’s School is an independent, all‑gender college‑preparatory school for 800 students in grades six through twelve. The School is located on a historic campus in the heart of La Jolla, just 10 miles north of downtown San Diego. With a student‑teacher ratio of approximately 9 to 1, Bishop’s is known for academic, artistic, and athletic excellence while celebrating character development, diversity, inclusion, and belonging. Last year’s applicant pool drew from 72 zip codes and 168 middle and high schools throughout San Diego County and beyond. Fifty‑one percent of the student population self‑identify as students of color. Additionally, over $4 million in need‑based grants is awarded annually.
Reporting to the Events Manager and Campus Scheduler (EMCS), the Campus Scheduler and Events Coordinator (CSEC) plays a critical role in supporting the Advancement Office's fundraising and campaign events as well as meaningful campus events that promote and nurture a vibrant school community.
The successful candidate will demonstrate the ability to work efficiently and effectively independently and as part of a team, a high level of communication skills, professionalism and collegiality in engaging with internal and external constituencies, along with outstanding organizational skills, the ability to see tasks and projects through to completion, an understanding of the importance of getting the details right, and an overarching commitment to excellence.
Responsibilities Include
Coordinate and manage the usage of campus facilities, including classrooms, meeting rooms, and event spaces
Receive and process scheduling requests from faculty, staff, student organizations, and community members
Ensure efficient space allocation and proactively troubleshoot conflicting requests, adhering to the School’s policies and guidelines
Create and maintain schedules for administrative meetings, student organizations, and other campus events
Use designated scheduling software to create and maintain a comprehensive campus calendar, assigning rooms and times to events mindful of course conflicts, room capacity, and special requirements
Monitor and adjust schedules and space reservations as needed, accommodating changes in courses, faculty availability, and event requirements
Work closely with the School's Registrar and other campus personnel to resolve scheduling conflicts before they arise
Event Coordination
Collaborate with internal departments to ensure event schedules and needs are communicated accurately to all involved
Facilitate campus event registration
Act as liaison with various departments hosting events by facilitating logistics for meetings and events, including catering, space accommodations, and technology needs
Support host departments with gathering and dissemination of meeting materials in advance of events and day‑of preparation of event spaces
Support host departments with pre‑ and post‑event budgeting and invoice processing
Cultivate vendor relationships and facilitate campus access for vendor representatives, ensuring campus safety and insurance compliance
Coordinate event staffing, vendor management, and attendee/speaker coordination, as assigned
Facilitate guest welcome process and organize attendee services
Coordinate and ensure efficient and comprehensive event wrap‑up
Engage in post‑event debrief conversations to identify and analyze successful elements and areas for improvement, using this knowledge to enhance future events and support ongoing cultivation of best practices
On occasion, independently plan and implement in‑person meetings and events, overseeing logistics, registration, AV, budgeting, set‑up and takedown
Manage virtual events using various platforms, including facilitating interactive features like breakout rooms, polls, and whiteboards
Represent Bishop’s at in‑person and virtual events, ensuring smooth event operations
Provide excellent customer service by addressing attendee needs, troubleshooting issues, and ensuring a positive event experience
Other duties as assigned
Required Qualifications
Bachelor’s degree required
3 years of relevant event or meeting planning experience; prior experience in a nonprofit or academic environment is a plus
Comprehensive understanding of event coordination and project management while working with multiple stakeholders
Proficiency in managing virtual events across different platforms
Strong decision‑making, problem‑solving, and critical thinking skills
Exceptional written, oral, and interpersonal communication skills; ability to develop clear and concise documentation and correspondence
Outstanding customer service orientation and demonstrated commitment to consistently exceed expectations to ensure a high level of satisfaction among various constituencies
Ability to develop and maintain efficient systems and processes while thriving in a dynamic, fast‑paced environment, adapting quickly to changing demands
Must be available to work occasional evenings and weekends
Uphold the School’s core values, demonstrating professionalism and tact at all times
Stay up to date on industry standards, trends, and developments
Maintain a clean, safe, and organized work area
Demonstrated enthusiasm for collaboration and engagement as a member of a high performing team combined with the ability to also achieve success when working independently
Outstanding attention to detail combined with creative and innovative thinking
Proficiency with Google Workspace and aptitude for learning new technology
The anticipated compensation range for this position is $65,000 to $71,000 annually, based on experience.
Along with generous compensation, the Bishop's School is pleased to be able to offer a menu of medical plan options, dental and vision plans, generous retirement plan contribution plus match, paid vacation and numerous paid holidays throughout the year, and daily lunch prepared by the School's Food Service team when school is in session.
Interested candidates are invited to submit a current resume and cover letter using the link provided.
Please do not contact the school directly.
EEO The Bishop’s School is an equal opportunity employer. We are a diverse community of professionals that broadly reflects the people of the San Diego area and the United States at large. We aim to align our hiring process with our mission and institutional goals. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion or religious practices, sex, gender identity or expression, sexual orientation, citizenship status, national origin, age, ability status, military status, unemployment status or any other category protected by applicable local, state, or federal laws. The Bishop's School takes affirmative action in support of its policy to employ and advance all qualified candidates.
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Reporting to the Events Manager and Campus Scheduler (EMCS), the Campus Scheduler and Events Coordinator (CSEC) plays a critical role in supporting the Advancement Office's fundraising and campaign events as well as meaningful campus events that promote and nurture a vibrant school community.
The successful candidate will demonstrate the ability to work efficiently and effectively independently and as part of a team, a high level of communication skills, professionalism and collegiality in engaging with internal and external constituencies, along with outstanding organizational skills, the ability to see tasks and projects through to completion, an understanding of the importance of getting the details right, and an overarching commitment to excellence.
Responsibilities Include
Coordinate and manage the usage of campus facilities, including classrooms, meeting rooms, and event spaces
Receive and process scheduling requests from faculty, staff, student organizations, and community members
Ensure efficient space allocation and proactively troubleshoot conflicting requests, adhering to the School’s policies and guidelines
Create and maintain schedules for administrative meetings, student organizations, and other campus events
Use designated scheduling software to create and maintain a comprehensive campus calendar, assigning rooms and times to events mindful of course conflicts, room capacity, and special requirements
Monitor and adjust schedules and space reservations as needed, accommodating changes in courses, faculty availability, and event requirements
Work closely with the School's Registrar and other campus personnel to resolve scheduling conflicts before they arise
Event Coordination
Collaborate with internal departments to ensure event schedules and needs are communicated accurately to all involved
Facilitate campus event registration
Act as liaison with various departments hosting events by facilitating logistics for meetings and events, including catering, space accommodations, and technology needs
Support host departments with gathering and dissemination of meeting materials in advance of events and day‑of preparation of event spaces
Support host departments with pre‑ and post‑event budgeting and invoice processing
Cultivate vendor relationships and facilitate campus access for vendor representatives, ensuring campus safety and insurance compliance
Coordinate event staffing, vendor management, and attendee/speaker coordination, as assigned
Facilitate guest welcome process and organize attendee services
Coordinate and ensure efficient and comprehensive event wrap‑up
Engage in post‑event debrief conversations to identify and analyze successful elements and areas for improvement, using this knowledge to enhance future events and support ongoing cultivation of best practices
On occasion, independently plan and implement in‑person meetings and events, overseeing logistics, registration, AV, budgeting, set‑up and takedown
Manage virtual events using various platforms, including facilitating interactive features like breakout rooms, polls, and whiteboards
Represent Bishop’s at in‑person and virtual events, ensuring smooth event operations
Provide excellent customer service by addressing attendee needs, troubleshooting issues, and ensuring a positive event experience
Other duties as assigned
Required Qualifications
Bachelor’s degree required
3 years of relevant event or meeting planning experience; prior experience in a nonprofit or academic environment is a plus
Comprehensive understanding of event coordination and project management while working with multiple stakeholders
Proficiency in managing virtual events across different platforms
Strong decision‑making, problem‑solving, and critical thinking skills
Exceptional written, oral, and interpersonal communication skills; ability to develop clear and concise documentation and correspondence
Outstanding customer service orientation and demonstrated commitment to consistently exceed expectations to ensure a high level of satisfaction among various constituencies
Ability to develop and maintain efficient systems and processes while thriving in a dynamic, fast‑paced environment, adapting quickly to changing demands
Must be available to work occasional evenings and weekends
Uphold the School’s core values, demonstrating professionalism and tact at all times
Stay up to date on industry standards, trends, and developments
Maintain a clean, safe, and organized work area
Demonstrated enthusiasm for collaboration and engagement as a member of a high performing team combined with the ability to also achieve success when working independently
Outstanding attention to detail combined with creative and innovative thinking
Proficiency with Google Workspace and aptitude for learning new technology
The anticipated compensation range for this position is $65,000 to $71,000 annually, based on experience.
Along with generous compensation, the Bishop's School is pleased to be able to offer a menu of medical plan options, dental and vision plans, generous retirement plan contribution plus match, paid vacation and numerous paid holidays throughout the year, and daily lunch prepared by the School's Food Service team when school is in session.
Interested candidates are invited to submit a current resume and cover letter using the link provided.
Please do not contact the school directly.
EEO The Bishop’s School is an equal opportunity employer. We are a diverse community of professionals that broadly reflects the people of the San Diego area and the United States at large. We aim to align our hiring process with our mission and institutional goals. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion or religious practices, sex, gender identity or expression, sexual orientation, citizenship status, national origin, age, ability status, military status, unemployment status or any other category protected by applicable local, state, or federal laws. The Bishop's School takes affirmative action in support of its policy to employ and advance all qualified candidates.
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