Facilities Scheduler & Special Projects Assistant at Midwestern Baptist Theological Seminary Inc – KANSAS CITY, Missouri

To support the Auxiliary Services Administrative Coordinator as lead scheduler to ensure events are properly scheduled in the Midwestern Facilities & Resources Management Software (Planning Center). Also to support the Director of Auxiliary Services & Special Projects in an administrative assisting capacity to carry out the functions and goals of Special Projects.

ESSENTIAL FUNCTIONS

Welcome Desk

• Serve as a receiving area for administration building guests, deliveries, and sales representatives.
• Answer phone calls and receive/distribute messages from incoming calls and update phone extension list as needed.
• Greet visitors, provide informational brochures, maps and directions
• Prepare coffee daily for on-campus staff and maintain staff kitchen
• Maintain cleanliness of Welcome Center (straighten mats, furniture, etc.)
• Know and be prepared to engage in emergency protocol for the Security Department, should the need arise

Planning Center

• Oversee and maintain Planning Center software to ensure classes, meetings, and events are accurately recorded and approved.
• Create accounts for new employees
• Educating institution for how to use Planning Center
• Review all incoming room reservations for approval
• Resolve all scheduling conflicts one month in advance, or three months for conferences
• Create or edit reservations for staff upon request
• Facilitate the scheduling, communication, invoicing, and information delegation of all external events including communicating with AV, Worship Studies, Financial Services, Campus Ops, Security, and other relevant parties

Campus Housing Office

• As needed, schedule housing for Presidential Guest Housing (PGH), Missionary Guest Housing (MIR), Doctoral Guest Housing (DGH), and Athletics Recruit Housing
• Make reservations in Planning Center
• Email security for door codes
• Send confirmation emails to guests with reservation details
• Prepare monthly newsletter and miscellaneous graphics upon request
• Schedule meetings, make phone calls, send mass emails and texts for campus housing

Special Projects Assistance

• Code expenses in the monthly Concur report
• Create facilities work orders as requested
• Schedule meetings for Director of Auxiliary Services & Special Projects as requested
• Assist with research for projects (vendors, products, furniture, etc.)
• Purchase items as requested
• Assist with faculty office transitions
• Maintain asset inventory list in SharePoint
• Investigate AI solutions for Special Projects

WORKING CONDITIONS

• Shift work, between 8 am and 4:30 pm, Monday thru Friday
• Shared desk environment
• Often in a high traffic, high volume area
• Occasional evening and/or weekend hours may be required during campus events.

QUALIFICATIONS/REQUIREMENTS

• Christian with high integrity, currently pursuing a relationship with God
• High School Graduate
• Customer service, communication skills, proficient in verbal and written correspondence.
• Working knowledge of computers and data entry. Ability to learn new systems. Previous work or skill in the use of MS Office Suite: Copilot, Teams, Word, Excel, PowerPoint is beneficial.
• Experience in utilizing Planning Center Applications.
• Possess an attitude of Courtesy, Professionalism and Cooperation at all times.
• Must be reliable and be able to make judgment calls.
• Well organized and able to deliver products in an accurate and timely manner.
• Expresses enthusiasm at work, is genuinely friendly and approachable.
• Able to multi-task, analyze workload, and prioritize as necessary for the benefit of the department
• Able to take the initiative to complete the duties of the position without the need of direct supervision.
• Must be able to work independently, as well as a part of a team
• Must show a desire and willingness to learn
• Able to pass background screening, including driving record
• Eligible to work in the United States

PHYSICAL REQUIREMENTS

• Sitting, walking, and/or standing for extended periods of time
• Occasionally required to use a ladder and reach with hands and arms.
• Able lift and/or move up to 50 pounds.
• May require stooping, kneeling, and bending.

This job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties or skills required for the position.

Midwestern Baptist Theological Seminary is an Equal Opportunity Employer

Midwestern Baptist Theological Seminary will reasonably accommodate qualified individuals with a disability so they may perform the essential functions of a job unless doing so causes a direct threat to these individuals or others in the workplace and the threat cannot be eliminated by reasonable accommodation or if the accommodation creates an undue hardship to the institution. Contact human resources (HR) with any questions or requests for accommodation.