Classroom & Event Scheduler

Rochester, NY


The Center for Experiential Learning (CEL) Classroom and Event Scheduler arranges courses, activities, and events throughout the Medical Center, School of Nursing, and Saunders Research Building.

Classroom and Event Schedulers are the front line ambassadors for CEL services and assist with many departmental functions. Although their primary responsibility is to schedule auditoriums, classrooms, histology labs, and conference space for internal departmental classes and meetings, they also assist with scheduling media and housekeeping support when requested.

Classroom and Event Schedulers compare requested events with the scheduling software and tailor requests with appropriate space so event outcomes are successful. They make every effort to accommodate customer requests promptly and professionally.

The successful Classroom and Event Scheduler will have exceptional organizational and multi-tasking skills. They will work under general direction and latitude for initiative and judgment, and use advanced secretarial skills to accomplish both routine and non-routine tasks.


  • Schedule approximately 80,000 space and service requests annually, using EMS room scheduling software. Act as primary point of contact with academic units on a range of complex scheduling, operational, and administrative issues related to academic course offerings. Coordinate the development of the master schedule each semester with course coordinators. Make sure room configuration is appropriate for the scheduled activity.

  • Schedule all certification and final exams into appropriately sized and resourced rooms.

  • Consult with customers to determine any special needs and recommend possible solutions. Interpret and explain policies and potential charges. Identify, investigate, and resolve conflicting requests. Relay information to all appropriate teams to ensure exceptional customer experience.

  • Facilitate access to space and distribute equipment to faculty, staff, and students. Unlock rooms in the morning, for access by different groups throughout the day. Distribute and maintain room keys and swipe access cards. Daily, verify all keys/swipe access cards have been returned. Distribute technology equipment and materials for medical school classes and other scheduled activities. Monitor the condition of physical spaces and equipment; initiate corrective actions, as needed.

  • Answer and route incoming phone calls into CEL main phone number. This requires an awareness of duties and responsibilities of staff in CEL, Miner Libraries, and Educational IT which together form the operational arm of the Institute for Innovative Education. Assist callers in identifying needs and triaging calls appropriately.

  • All other duties as assigned by supervisor.


  • At least 2 years of post-high school education required

  • At least 3 years of secretarial and office experience, including 1 year in a position which demonstrates the ability to work with minimum supervision required.

  • Experience with EMS scheduling software preferred

  • or equivalent combination of education and experience required

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Location: School of Medicine & Dentistry
Full/Part Time: Full-Time
Opening: Full Time 40 hours Grade 009
Schedule: 7:30 AM-3:30 PM