Scheduling Coordinator Full-Time Non-Exempt $20-25/hour DOE

Job Title: Scheduling Coordinator

Reports to: Director of Activities

FLSA Classification: Non-Exempt

Supervises: N/A

COMMUNITY PROFILE

Sun City Anthem (SCA) is a Del Webb developed community located in Henderson, Nevada, the second largest city in Nevada, with a population of nearly 330,000 residents. Developed in 1998, SCA is the state’s second largest Common Interest Community, and the City of Henderson is the second largest city in the state with 300,000 residents. The beautiful and expansive 55+ active adult community covers 3,500 acres with 7,144 homes. SCA is home to approximately 12,500 total residents.

The community is governed by a seven-member Board of Directors who typically serve two-year terms. SCA Amenities and facilities include three clubhouses with 130,000 square feet of recreational space including three indoor swimming pools, two outdoor pools, tennis courts, pickle ball, bocce, a 300-seat performing arts theatre, fitness centers, group exercise rooms, privately owned and operated day spa, and a grand ballroom.

SCA has over sixty (60) chartered clubs. SCA maintains a Community Patrol, a Community Service Group, a Neighborhood Watch Program, and an Emergency Preparedness Service Group. 

POSITION SUMMARY

The Scheduling Coordinator is a full-time, non-exempt position reporting to the Activities Director. This position provides administrative, operational, and customer service support to the Activities Department, including, but not limited to, room reservations, rental agreements and contracts, invoices, community events, resident programs, notary services, and departmental records. The position also assists the Activities department with special projects as needed.

The incumbent must demonstrate exceptional attention to detail, accuracy, organization, and accountability, and independently manage multiple responsibilities within deadlines.

The role requires professionalism, sound judgment, clear communication, and consistent follow-through, ensuring all documentation, scheduling, financial transactions, and communications are accurate and follow Association policies and procedures.

The successful candidate must be proactive, dependable, and adaptable, and able to work efficiently amid frequent interruptions and changing priorities.

SKILLS AND ABILITY REQUIREMENTS

• Must be detail-oriented and consistently demonstrate exceptional accuracy, thoroughness, and completeness in all assigned responsibilities.
• Must possess strong organizational and time management skills with the ability to prioritize multiple assignments while maintaining accuracy and meeting deadlines.
• Ability to work independently with limited supervision while maintaining established performance standards.
• Excellent verbal communication skills with a strong service-oriented approach and the ability to communicate professionally, clearly, and respectfully with residents, chartered clubs, vendors, contractors, management, and fellow employees.
• Excellent written skills with the ability to compose, proofread, and revise professional correspondence, notices, and departmental communications.
• Must demonstrate professionalism and sound judgment when interacting with all individuals.
• Must demonstrate proficiency in Microsoft Office applications, including Outlook, Teams, Word, Excel, and PowerPoint.
• Must possess the ability to use Adobe applications, Canva, and other software utilized by the Activities Department.
• Ability to use current Association software to effectively and efficiently schedule events, process ticket sales, and reserve spaces.
• Must possess basic mathematical skills necessary for reviewing invoices, calculating fees, and verifying financial documentation.
• Ability to prepare professional documents, reports, spreadsheets, and promotional materials.
• Must demonstrate reliability, integrity, accountability, and professional conduct.
• Must exercise sound judgment and make appropriate decisions within established authority and departmental procedures.
• Must demonstrate flexibility and adaptability when departmental needs or priorities change.
• Must work collaboratively with other departments to ensure successful operations.
• Must maintain confidentiality and appropriately safeguard sensitive Association, employee, vendor, and resident information.
• Ability to proactively communicate potential delays, concerns, or issues to the Activities Director and/or affected parties, as needed.
• Must comply with all Association policies, procedures, safety requirements, and workplace expectations.

ESSENTIAL JOB FUNCTIONS AND RESPONSIBILITIES

The following duties are representative of the essential functions of the position and include, but are not limited to:

1. Room Reservations and Facility Scheduling

• Receive, review, and process room reservation requests from residents, chartered clubs, committees, service groups, and other authorized users.
• Accurately enter and maintain reservations in the Association's designated scheduling system.
• Verify and confirm dates, times, room availability, event details, and applicable requirements before finalizing reservations.
• Identify and resolve scheduling discrepancies or conflicts.
• Prepare and process room rental agreements, contracts, and supporting documentation.
• Ensure required forms, signatures, payments, insurance documentation, and approvals are obtained when applicable.
• Communicate reservation details, setup requirements, and changes to appropriate departments and personnel.
• Maintain complete and accurate reservation records.
• Follow up on incomplete requests and outstanding documentation in a timely manner.

1. Administrative and Financial Documentation

• Prepare, review, and process invoices and other departmental financial documentation.
• Verify the accuracy of charges, dates, services, amounts, supporting documentation, and required approvals before submission.
• Identify discrepancies and seek clarification or correction before processing.
• Maintain accurate records of invoices, contracts, rental agreements, payments, and related correspondence.
• Assist with tracking departmental expenses and other financial records as directed.
• Ensure documentation is submitted within established deadlines.
• Follow applicable Association financial controls, approval procedures, and recordkeeping requirements.
• Maintain appropriate confidentiality when handling financial and sensitive information.

1. Community Events and Program Coordination

• Assist with planning, coordinating, promoting, and implementing community events and activities.
• Coordinate with staff, vendors, contractors, performers, and other departments regarding event requirements.
• Assist with event logistics, including scheduling, room setup, equipment requirements, staffing, and event preparation.
• Verify event details to ensure accurate communication and execution.
• Assist with on-site event operations and provide support before, during, and after events.
• Monitor assigned event responsibilities and communicate operational concerns to the Activities Director and other departments.
• Assist with event-related documentation, follow-up, and recordkeeping.
• Maintain flexibility to work evenings, weekends, and special events as required.

1. Marketing and Department Communications

• Assist with preparing articles, notices, and event information for the Association's Spirit Magazine.
• Assist with creating professional flyers, promotional materials, and digital slides for Association events.
• Proofread all materials for spelling, grammar, dates, times, locations, pricing, and overall accuracy before submission.
• Verify that promotional information is consistent with approved event details.
• Coordinate updates and corrections when event information changes.
• Assist with resident communications and departmental announcements as directed.

1. Resident and Club Support

• Provide professional and courteous assistance to residents, chartered clubs, service groups, committees, and other authorized users.
• Respond to questions regarding room reservations, community events, ticket sales, and departmental procedures.
• Assist with ticket sales and related customer service functions.
• Provide accurate information regarding Association activities, services, and established procedures.
• Assist with resolving routine concerns within the scope of assigned authority.
• Refer matters requiring management review or approval to the Activities Director.
• Maintain timely and professional communication regarding outstanding requests and follow-up items.

1. Notary Services

• Perform authorized notarial services in accordance with applicable Nevada laws and Association procedures.
• Verify required identification and documentation before performing notarial acts.
• Maintain accurate notarial records as required by law.
• Exercise appropriate confidentiality and professional judgment when handling documents.

1. Departmental Operations and Support

• Organize and prioritize assigned departmental responsibilities.
• Maintain accurate and accessible electronic and physical files.
• Track outstanding assignments and ensure appropriate follow-through.
• Assist the Activities Director with departmental projects, reports, and administrative assignments.
• Coordinate with other departments to support Association operations.
• Report scheduling concerns, documentation discrepancies, operational issues, and other significant matters to the Activities Director.
• Maintain awareness of safety and security requirements.
• Perform other related duties as assigned by the Activities Director and/or Management.

REQUIRED EDUCATION, TRAINING, AND WORK EXPERIENCE

• High school diploma or equivalent required.
• Two (2) plus years’ experience in customer-service related industry.
• Two (2) plus years’ experience in administrative roles.
• Two (2) plus years’ experience coordinating events, room rentals, or community programs, preferred.
• Experience working in a team-oriented environment preferred.
• Experience working a homeowner’s association in a similar role, preferred.
• Current Nevada Notary Public commission or the ability to obtain one as required by the position.
• Must possess a valid Nevada driver's license and an excellent driving record, consistent with the duties of the position.

PHYSICAL REQUIREMENTS

Reasonable accommodation(s) may be made to enable qualified individuals with disabilities to perform the essential functions of this position.

• Manual dexterity necessary for typing, writing, operating office equipment, answering telephones, and handling documents.
• Ability to remain seated or standing for extended periods.
• Ability to move throughout office areas and Association facilities.
• Ability to access file cabinets, office equipment, and storage areas.
• Ability to ascend and descend stairs when necessary.
• Ability to communicate effectively and exchange accurate information.
• Ability to operate computers and other office equipment.
• Occasional lifting of approximately 5–10 pounds and pushing or pulling of approximately 10–15 pounds of force.
• Occasional work outdoors in varying weather conditions.

WORKING CONDITIONS

• This position will be performed mostly indoors with occasional outdoor activity. When indoors, the lighting will be fluorescent lighting. Outside you may be subject to the elements of wind, rain, cold, wet and extreme heat.
• Frequent interaction with residents, employees, vendors, and visitors.
• Challenging customer service situations requiring de-escalation and sound judgement.
• Multiple simultaneous assignments and frequent interruptions.
• Time-sensitive administrative responsibilities and deadlines.
• Evening and weekend assignments based on event schedules.

EQUIPMENT USED

• Desktop and laptop computers
• Printers, copiers, scanners, and fax machines
• Multi-line telephone and voicemail systems
• Calculators and general office equipment
• Digital cameras and tablets
• Room scheduling and reservation software
• Ticketing and event management systems
• Microsoft Office applications
• Adobe and Canva applications
• Website, publishing, and communication software
• Other equipment and systems required for departmental operations

SAFETY

• The Scheduling Coordinator is required to comply with all established Association safety policies, procedures, and workplace practices.
• The employee must participate in required safety training, promptly report identified safety concerns, and follow applicable emergency procedures.

EOE

DFWP