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Wheaton College

Scheduling and Operations Coordinator

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Scheduling and Operations Coordinator - Division of Conservatory, Arts and Communication

Job Overview

Reporting to the Manager of Arts Events & Operations, this role is responsible for managing the entry and oversight of arts events within the campus scheduling system (25Live). The position coordinates event setup for all scheduled arts activities in collaboration with relevant campus departments, secures necessary approvals from appropriate authorities, and serves as a point of contact for resolving scheduling matters with faculty and staff. In addition, this role oversees the management and maintenance of musical equipment, resources, and inventory for the Conservatory of Music, including the supervision of storage spaces. This position is .81FTE with 1685 total annual hours of work, averaging 35 hrs./week, 10 months and 20 hrs./week, 2 months, and pays $23-$23.50 per hour.

Duties and Responsibilities

Scheduling Coordination:

  • Manage the entry, accuracy, and ongoing maintenance of arts events within the 25Live scheduling system.
  • Coordinate event setup for all scheduled arts activities with relevant campus departments, including Facilities (transportation and specialized setups), Public Safety, and Event Services, in collaboration with the Director of Scheduling Services as needed.
  • Secure event approvals from appropriate stakeholders, including the Manager of Arts Events & Operations, Dean, Conservatory faculty directors, and CSA Director; facilitate and mediate scheduling requests and conflicts among faculty, staff, and students.
  • Design, coordinate, and communicate stage setup requirements for events.
  • Identify potential scheduling conflicts and resolve them in coordination with the Manager of Arts Events & Operations and the Dean.
  • Maintain and update the monthly Conservatory and Division calendar of events.
  • Represent the Division, alongside the Manager of Arts Events & Operations, on the Event Coordination Committee.
  • Create and distribute campus announcements and manage updates to the public-facing events calendar.

Operations Coordination:

  • Maintain and manage the music equipment and inventory used by the Conservatory. This includes musical instruments, keyboards, music stands, music chairs, and the music ensemble library.
  • Oversee the instrument rental and locker assignment processes, providing support and guidance to the receptionist and student staff as needed.
  • Maintain and organize all storage spaces within Armerding and Edman North, including lockers, opera storage, ensemble storage, administrative records, and shared spaces with CSA.
  • Prepare and provide an updated annual inventory report to the Legal department to support insurance renewal.
  • Assist with special projects and operational needs as assigned, including tour planning support, reception coverage, and ticket sales.

This job description is intended to represent key areas of responsibility; specific assignments may vary from time to time, and other duties may be assigned.

Qualifications

  • Bachelors degree required; Music experience preferred
  • Excellent organizational skills, efficient, detail-oriented, able to multitask with ease, able to handle interruptions with grace and ease.
  • Ability to master the 25Live scheduling software system
  • Computer proficiency in Microsoft Office Suite, especially Outlook email and calendar, and Excel

Faith Qualifications

  • Affirmation of the Wheaton College Statement of Faith as a faithful expression of one’s own theological convictions
  • Affirmation of the biblical standards for Christian character and God-honoring behavior described throughout the Wheaton College Community Covenant, and promise to adhere to them in personal practice
  • Support of the Wheaton College Christ-Centered Diversity Commitment, the Gender Equity Vision Statement, and the College’s Convictions on Human Sexuality. These commitments can be found on the Wheaton College website.

Physical Requirements

The employee is regularly required to sit, talk, or hear; frequently required to use repetitive hand motion, handle or feel, and to stand, walk, reach, bend or lift up to 40 pounds

FLSA Status – Non Exempt

Updated June 2026 SBW/HMD