Scheduling Specialist Intern

About the Role

The Administrative Trainee is a trainee-level appointment working under lead work direction of the Space Management Analyst and with close supervision of the Space Management Manager. This position participates in training to learn facilities scheduling and administrative operations support services for the Office of Space Management. The trainee period does not exceed 24 months.

Key Responsibilities

• Participate in training to learn facilities scheduling and administrative operations support services.
• Study and apply principles and techniques of facilities scheduling for all types of activities, meetings, and events in state-owned University facilities.
• Develop proficiency in providing customer service support for related functions.
• Serve as a front-line contact for Space Management.
• Gain working knowledge of applicable University policies and scheduling procedures.
• Develop skills in the complex administrative and clerical functions of the office.
• Apply scheduling methods with increasing independence and undertake more complex scheduling tasks under guidance.
• Assist users with scheduling needs, learn scheduling software applications, and resolve associated issues under direction.
• Perform business math, compile budgetary data, and assist with accurate projections as directed.

Requirements & Tech Stack

• Proficient skills using office software packages, technology, and systems including:
• MS Office/365 Suite (Outlook, Word, Excel, Teams, OneNote, etc.)
• Internet browsers
• Adobe Acrobat
• Windows operating system

Qualifications

• Equivalent to graduation from a four-year college or university in public administration, business administration, or a related field.
• Experience or coursework in administrative support, office operations, scheduling, or a related area, gained through academic, internship, or professional settings.
• Ability to collect, compile, and organize data or information and preparing written reports, summaries, or recommendations based on findings.
• Familiarity with and understanding of current social, political, economic, and scientific developments and trends.
• Working knowledge of methods and problems of organization, administration, and management.
• Knowledge of research techniques and simple statistics, including the ability to collect and compile a wide variety of standardized data and make appropriate procedural recommendations.
• Excellent communication skills, including the ability to speak effectively, write in a clear and concise form, and participate effectively in conferences, meetings, and interviews.
• Excellent interpersonal skills with the ability to establish and maintain cooperative working relationships with faculty, administrators, staff, students, and the general public.
• Ability to identify and obtain information from outside resources.
• Ability to reason logically, draw valid conclusions, and make appropriate procedural recommendations.
• Organizational, multi-tasking, and detail-oriented skills with the ability to prioritize and manage competing deadlines under close supervision.
• Ability to interpret and apply policies and procedures with guidance from supervisor and developing independence as experience increases.
• Commitment to maintaining a welcoming and inclusive work environment with diverse colleagues and constituents.

Preferred Qualifications

• Proficient or developing skills using Astra Schedule, Crystal Reports, AiM, Video/Web Conferencing tools (Zoom, Microsoft Teams, etc.), Web applications, and/or other internal campus systems.
• Experience or academic coursework in higher education administration, public administration, or a related field.
• Familiarity with Sacramento State or comparable CSU campus policies, procedures, and facilities operations.
• Coursework in management, organizational behavior, statistics, or research methods.