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Scheduling Assistant
McHenry County College in Crystal Lake, Illinois
Date Posted 09/09/2021
Admin-Other Administrative Positions
Salary Commensurate with experience -  USD Per Year
Employment Type Part Time
Application Deadline Open until filled

Job Title

Scheduling Assistant


Conference & Event Services

FLSA Status


Job Type


Position Grade


Employee Type

Part Time

Hiring Range

Commensurate with experience

Work Year

12 Months

Typical Work Schedule

20 – 28 Hours | Flexible schedule to meet department needs to include occasional evenings and weekends

Bargaining Unit Eligibility

Yes-Staff Council

Work Week

20 - 29 Hours

Position Introduction

McHenry County College (MCC) seeks a dynamic member of MCC’s Conference and Event Services team to support the event and academic scheduling responsibilities through the scheduling software, Ad Astra. The Scheduling Assistant role will provide important support with facility and credit/noncredit scheduling at MCC and Shah Center, as well as needed assistant in event coordination. This is a fabulous opportunity for a highly organized and collaborative professional to deliver the highest level of assistance, all in one of the most progressive and innovative community colleges in Illinois.

Position Summary

Provide daily support with facility and credit/noncredit scheduling at MCC’s Crystal Lake main campus and for the Shah Center in McHenry.

Reports to

Manager of Conference and Event Services

Essential Functions and Responsibilities

· Serve as Event and Academic Scheduler for Ad Astra software; to include academic and non-academic room scheduling
· Maintain information specific to MCC in Ad Astra software (e.g. scheduling preferences, resources, room inventory and features, photographs, etc.)
· Training employees on room reservation processes and the use of Astra in conjunction with Manager of Conference and Event Services
· Provide detailed reports on facility/room use as requested – such as revenue reports, client lists, room usage data, etc.
· Assist in the preparation of rental agreement contracts for external groups using MCC event/meeting spaces and facilities
· Provide information on MCC event/meeting rental procedures to internal departments and external groups through email, phone calls, and campus tours
· Support the Manager of Conference and Event Services in determining suitability of requests from vendors and solicitors on campus using Board Policy 2.4.5 Campaigning and Solicitations on Campus
· Work collaboratively with others (e.g. colleagues, stakeholders, vendors) to accomplish functions and responsibilities
· Work with Conference and Event Services team to determine the suitability of requests for use of College facilities and event/meeting spaces as it relates to the College mission using College policies
· Attend meetings and provide input regarding the use and availability of campus facilities. Consult as appropriate with Manager of Conference and Event Services regarding room scheduling issues
· Provide support for conferences and special events serving the College and the community
· Communicate with various campus departments (A/V, Custodial, Catering, Campus Police, etc.) to ensure appropriate meeting/event coverage
· Prepare internal contracts and track monthly, quarterly and year-end summaries of internal use
· Promote the use of Astra software and its data reporting capabilities
· Prepare custom report for users with as requested
· Input Astra upgrades as needed
· Assist with event/meeting rental clients, as needed
· Assume additional duties as assigned by immediate supervisor

Required Education

High School graduate or equivalent

Other Required Qualifications

· High School diploma
· Two years related office experience

Desired Qualifications

· Associate’s degree from a regionally accredited institution
· Facility/event scheduling experience (Ad Astra, Resource/Schedule 25, etc)
· Experience with Crystal reports
· Event coordination experience

Skills and Specifications

· Proficient in Microsoft Office Suite (Word, Excel, Access, Outlook); Ad Astra and Colleague experience a plus
· Ability to learn technological applications
· Advanced data entry skills
· Ability to work with minimum supervision
· Ability to work under pressure and deadlines
· Ability to work with diverse clientele
· Strong attention to detail
· Excellent written and verbal communication skills
· Strong organizational and project management skills
· Ability to work flexible schedule
· Ability to safely lift 20 pounds unassisted
· Ability to see and perceive depth and texture
· Customer service
· Ability to work with regular interruption
· Detailed computer work for several hours each day
· Commitment to and respect for diversity and the MCC Behaviors of Excellence
· Commitment to the College mission, vision, and goals
· Ability to perform all of the essential functions, skills, and specifications of the position


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