Central Washington University is recruiting a Scheduling Coordinator to join our University Scheduling Services team in Ellensburg, Washington. This role is an important member of our team as they enhance the vision for the University. The role is a campus-based position, which means you get to see the lives you are impacting. We're offering a salary, depending on experience, from $41,724 - $55,584annually plus the awesome CWU benefits.
Who we are: We are a team of individuals committed to Changing Students' Lives. No matter what job, each of us plays a part in supporting and empowering our students to fulfill their dreams.
Working in higher education provides career growth and career choice. Think of a university campus like a mini city, operating across 380 acres. You'll find diverse academics, libraries, athletics and sporting events, full service and quick serve dining, conferences and events from small to large, recreation centers, housing, health services, police and public safety for the campus population of 10,000 students.
Central Washington University has been named a Fulbright U.S. Scholar Program Top Producing Institution for the academic year. In addition, for the seventh time in eight years, CWU is a recipient of the prestigious Higher Education Excellence in Diversity (HEED) Award from INSIGHT Into Diversity magazine. RentCafe has also named CWU of the Top 20 Best College Towns in the U.S. in 2025.
Come join us on our journey to encourage, inspire, and create spaces where all identities thrive on campus.
Tour our campus in Ellensburg here.
What we offer: Our investment in you begins the day you join our team, a healthy and successful future for you is important to us. We offer medical, dental, life and disability insurance, retirement and optional savings plans, tuition assistance for you and your dependents, discounts across town, an employee assistance program for individualized counseling, and a wellness incentive program. Learn more: Benefits, Perks, and Leave and Total Rewards Calculator .
The Role: Under general supervision, coordinate a wide variety of support services for meetings, conferences, seminars, workshops and campus events to be held at CWU main campus. Within the criteria set by the CWU Facilities Use Policy and Procedures, make arrangements with internal and external service providers for multi-day and single-day events to use on-campus space, equipment, setup, security and parking; create and execute contracts for services to be provided and costs associated with those services. This position assists the Program Support Supervisor 2 and represents the institution and the Student Union Scheduling Services office to outside organizations and the community. Administrative Support Employees directly affect the vision, mission, and values of Central Washington University by creating and promoting a welcoming environment where students, faculty, and staff feel supported. All employees are expected to uphold and contribute to CWU's vision, mission, and values, fostering a culture of student success and institutional excellence.
Job Duties Provide Scheduling Services / Planning / Facilitating: - Schedule rooms, media equipment, security, set-up, parking, and other related services; Create and send out contracts all using 25Live scheduling software.
- Ensure a signed contract returns and resides in each folder and confirm revision of services after event is completed for billing processes. Ensure required deposit has been received.
- Ensure all required liability insurance and licenses have been received from client and/or alcohol vendors prior to use of space.
- Using MS Office software to create letters, spreadsheets, flyers, signs and other documents related to scheduling and client needs.
- Use email, multi-line phone, copy machine, various media and other office equipment to perform duties related to Scheduling Services.
- Using AIM software to generate work-orders to facilities for needed setup and cleaning in academic space.
- Monitor deadlines required for each group and by the service providers.
- Verify established logistics with service providers and clients.
- Participate in program development meetings with client planners.
- Advise staff, clients, service providers and others to help identify, evaluate, and resolve complex issues or problems; Anticipate unforeseen problems and provide solutions.
- Monitor compliance with applicable laws, regulations, policies, emergency procedures, and be aware of ADA compliance requirements for events.
- Provide general set-up and technical advice on media equipment. Work with the Student Union Events Program, Facilities Management and Academic Departments to request work to be completed.
- Create and build relationships with university staff and external groups for future opportunities of event planning needs.
- Ensure all meeting rooms, equipment, set-up specifications, guaranteed numbers, and special services data is entered into 25Live and follow through with service providers such as Event Support Services, Facilities, Building Managers, and Parking Services, etc.
- Facilitate internal planning meetings and initiate communications with Conference Services staff, Facilities staff, Student Union staff, building Secretaries, etc. on a regular basis.
- Act as the main scheduling coordinator in collaboration with the Conference Services Coordinator to facilitate all yearly conference groups and visitors.
- Update reservations and enter post-event information into 25Live.
- Email post-event evaluations to clients for large-scale events.
- Lead student staff when/if necessary.
25Live Training Facilitator / Social Media / Webpage Upkeep: - Be the trainer for all new users from CWU departments, clubs, and organizations on the use of 25Live to schedule their event spaces.
- Assist with 25Live system administration and configuration.
- Create and update documentation around 25Live use and administration.
Minimum Qualifications - Demonstrated work experience providing excellent customer service to a diverse variety of clients.
- Experi ence as an administrative support in a fast-paced office that demonstrates the ability to:
- Use MS Word to generate documents, letters and other correspondence.
- Use MS Excel to create and maintain spreadsheets.
- Use MS PowerPoint to produce slides and presentations.
- Use multi-line telephones.
- Use email programs such as Outlook to send and receive email and schedule appointments.
- Strong time management and organizational skills.
- Experience prioritizing work to meet multiple deadlines.
- Ability to work both independently and as a team under pressure to meet projects schedule.
- Excellent written and oral communication skills.
- Detail oriented.
- Demonstrated ability and/or experience working collaboratively with students and/or colleagues to foster a supportive and effective learning and work environment.
- OR applicable combination of education and/or experience which demonstrates the ability to perform the essential functions of the position.
Preferred Qualifications - Bachelor's degree in business, Public Administration, Hospitality, or related field.
- Experience as a planner to plan events, select space, contact and work with other offices, understand equipment and setup requirements and any additional support services for any organization.
- Experience and knowledge of the use and operation of various types of digital media systems and equipment.
- Experience training other employees by facilitating education around processes and/or software.
- Experience with program documentation and training.
- Experience working with data-based scheduling software such as 25 Live.
- Experience working with digital work order systems.
- Demonstrated participation in programs designed to promote student success.
- Demonstrated commitment to improving access to higher education for students through various activities.
Competencies - Accountability/Dependability: Accepts responsibility for quality of own work; acknowledges and corrects mistakes. Shows up on time, meets standards, deadlines, and work schedules.
- Judgement: Makes timely, informed decisions. Analyzes options and determines appropriate course of action.
- Teamwork: Promotes cooperation and mutual support to achieve goals. Encourages participation and mutual support.
- Adaptability/Flexibility: Responds positively to changing business needs and responsibilities. Adapts approach and methods to achieve results; recovers quickly from setbacks and finds alternatives.
- Commitment to Belonging: Values the uniqueness of every individual and fosters an environment where everyone feels respected and empowered to thrive.
Don't meet every single requirement? At CWU we're dedicated to building a diverse, inclusive, and authentic workplace, so if you're excited about this role but your experience doesn't align perfectly with every requirement, we encourage you to apply anyway. This may be the job for you.
Pay, Benefits, & Work Schedule Salary : This position is based on the range 40 of the Washington State Classification Listing, which has a minimum annual salary of $41,724 and maximum annual salary of $55,584 . click apply for full job details