Calendar Office Manager

Calendar Office Manager

Oral Roberts University is a Christian University located in Tulsa, Oklahoma. As a globally recognized, Holy Spirit-empowered University, we develop whole leaders for the whole world through a Unique Whole Person education. Students come to ORU not to "stay" in their faith but to GROW in faith and to become the Spirit-empowered leaders they are called to be. Faculty, staff, and students must adhere to the Code of Honor Pledge for ORU.

The Calendar Office Manager schedules and coordinates all activities and meetings on campus, serving as the primary point of contact for the University Calendar Office. This role exercises independent judgment to manage facility reservations, resolve scheduling conflicts, and ensure seamless communication across departments. The Calendar Office Manager plays a key role in supporting the operational effectiveness of the Welcome Center Engagement team and the broader university.

The role requires consistency, professionalism, proactive communication, and the ability to coordinate multiple operational workflows simultaneously.

Essential Functions

Calendar & Scheduling Management

• Processes, inputs, and manages all calendar and scheduling information, exercising judgment to prioritize and distribute data to appropriate campus departments in a timely manner.
• Identifies and resolves scheduling conflicts between various campus departments, making decisions to reallocate resources or adjust timelines without requiring direct supervisory involvement.
• Assists with implementing and maintaining the university calendar on the web, making independent updates to ensure accuracy and timeliness.
• Serves as the primary liaison with the Registrar's Office to coordinate the importation of academic informationincluding class and faculty assignmentsinto EMS, ensuring appropriate spaces are reserved for classes each semester and independently managing revisions as needed.
• Verifies and oversees event set-up across all campus facilities, making on-site decisions to ensure all event requirements are met to standard.
• Facilitates a weekly cross-departmental meeting to outline and coordinate all upcoming campus event needs across a two-week horizon, including scheduling, facilitation, and leadership of sessions that regularly bring together Catering Services, AV/Technical support, building managers, and additional stakeholders as applicable.
• Attends and represents the department at campus events as assigned, acting as an independent point of contact.

Administrative & Operations

• Serves as primary point of contact for the University Calendar Office, independently managing and responding to inquiries from students, parents, faculty, and staff while ensuring a high level of customer service.
• Generates and analyzes daily, weekly, and monthly reports for campus departments, identifying trends and making recommendations to improve scheduling and operational efficiency.
• Independently manages administrative functions including typing, filing, copying, and distributing requisitions across all campus departments.
• Orders supplies and office items as applicable.
• Utilizes software systems including EMS, Salesforce, WaitWell, Keystone, and Banner to support services, independently determining the appropriate system and process for each inquiry.
• Trained and available to assist at the Welcome Center Front Desk as needed.

Facilities & Work Order Coordination

• Enters and manages work orders, assessing and distributing information to the appropriate department based on the nature and priority of each request.
• Independently communicates with requestors regarding repair and project needs, providing guidance and status updates on behalf of the department.
• Conducts walk-through inspections of campus facilities, assessing conditions and determining repair priorities for Maintenance departments.

Special Projects & Cross-Department Collaboration

• Support special projects and coordination of other activities as assigned.
• Collaborate with multiple departments to advance divisional goals and ensure operational excellence.
• Provide additional administrative support to the Executive Assistant as needed.

Qualifications and Competencies

Knowledge & Experience

• Bachelor's degree preferred (or equivalent relevant experience).
• Minimum 1-2 years of customer service or administrative support experience. Previous admissions experience is a plus.
• Strong working knowledge of Microsoft Office; familiarity with Banner, Salesforce, WaitWell and Keystone are a plus.
• Thorough knowledge of Oral Roberts University preferred.

Skills & Abilities

• Excellent communication skills, both verbal and written.
• Strong interpersonal skills with the ability to work effectively across diverse populations.
• Proven ability to multitask, prioritize, and manage time in a fast-paced environment.
• High attention to detail, strong organizational skills, and ability to maintain confidentiality.
• Ability to work both independently and collaboratively; sound judgment and problem-solving skills.
• Flexibility regarding schedule changes and shifting priorities.

Physical & Environmental Demands

• Sitting, standing, walking, bending, and lifting up to 2530 lbs.
• Manual dexterity for office equipment; visual and auditory acuity required.
• Occasional exposure to noise.
• Evening/weekend/holiday hours may be required for office and/or phone coverage during ORU closures and/or special events.