Event Scheduling Manager, Event Management

The Scheduling Manager oversees, manages, and coordinates the scheduling of all events on the Lipscomb University campus. This role ensures effective space utilization, policy adherence, and collaborative campus planning through proactive communication, systems management, and strong customer service.

In addition to scheduling oversight, this position assists with departmental budget tracking and financial coordination to support operational efficiency and strategic planning within the Office of Event Management.

The Scheduling Manager serves as a liaison to the Senior Event Committee and works collaboratively with campus partners to ensure institutional priorities are honored and scheduling processes remain clear, consistent, and mission-aligned.

Primary Responsibilities:

Event Scheduling and Coordination:

• Serve as liaison to the Senior Event Committee regarding booking of non-academic/academic and external events requiring approval.
• Facilitate the Senior Event Committee process, including scheduling meetings, preparing agendas, overseeing request workflows, and recommending policy improvements.
• Manage and coordinate the event registration process for events requiring approval, including reviewing submissions, ensuring policy compliance, resolving scheduling conflicts, and confirming venue assignments.
• Book all non-academic events that do not require Senior Event Committee approval, including annual University events, student activities, rehearsals, and external client events.
• Negotiate with existing and prospective clients to explore and create business opportunities that support the University's mission and strategic goals.
• Maintain continual communication with the Registrar's Office, Athletics, Lipscomb Academy, and other campus partners to maximize coordination and shared space utilization.
• Maintain a comprehensive Master Calendar through EMS scheduling software.
• Maintain working knowledge of all event venues, space availability, and available event resources.
• Create and run reports as required to support planning, forecasting, and institutional decision-making.
• Assist with University Relations and Signature Events as needed.

Budget and Financial Support:

• Assist with departmental budget tracking, expense reconciliation, and financial reporting.
• Monitor scheduling-related revenue and expenses to ensure alignment with departmental goals.
• Support financial documentation processes, including invoices, internal billing, and cost analysis as needed.
• Maintain confidentiality of financial statements, cost data, and organizational planning documents.

Supervision and Leadership:

• Operate independently while collaborating regularly with cross-functional teams across campus.
• Demonstrate strong organizational systems and execution skills in a fast-paced environment.

Qualifications:

• Education: Bachelor's Degree required
• Experience: 1-3 years of event-related experience required; Experience with EMS Scheduling Software required

Skills and Competencies:

• Proficiency in Microsoft Word, Excel, and PowerPoint
• Database management experience preferred
• Excellent verbal and written communication skills
• Strong organizational and execution skills
• Excellent interpersonal and customer service skills
• Detail-oriented with strong problem-solving ability
• Ability to work independently while collaborating effectively in team settings
• Deep commitment to confidentiality and integrity
• Strong alignment with and commitment to the mission of Lipscomb University

Work Environment and Physical Requirements:

• General office environment with regular computer use
• A combination of sedentary work with occasional standing and walking
• Position may require moderate physical activity related to event coordination