Campus Scheduler and Events Coordinator

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.

• 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

• 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