Coordinator - Facility Rentals

Reports To:                 Facilities Manager       

Duty Days:                   250 Days

Wage/Hour Status:      Exempt

Pay Grade:                   B03

Qualifications:

Bachelor’s degree (preferred); College hours, high school diploma or GED (required)

Three years’ experience in facilities scheduling  and event planning or related field

Experience in a school district preferred

Strong organizational and time management skills

Strong  communication and customer service skills

Knowledge of facility scheduling systems and event logistics

Ability to multitask efficiently and execute multiple programs effectively

Ability to meet deadlines and communicate last-minute requests to multiple departments

Proficient in Microsoft Office and scheduling software

Primary Purpose:

The Facilities Coordinator will assist the Facility Rentals Manager with coordinating and managing the use of district facilities for both internal campus events and external rental events. Ensure efficient scheduling and compliance with district policies while supporting operational continuity across departments.   

Major Duties and Responsibilities:

1. Coordinate and maintain the district’s facility use calendar for campus and support facilities. 
2. Maintain records of time worked and materials used to include campus event labor associated with events.
3.  Process and approve internal and external facility use requests.
4. Coordinate all rental activities with the Facility Rentals Manager for staff coverage of events and verify all required pdocumentation and invoices are completed in an orderly and timely matter.
5. Develop and maintain knowledge of all district facilities including campus location and proximity to other district facilities.
6. Assist and support HVAC, BAS technicians and Emergency Management teams with scheduling needs to support events.
7. Assist in developing procedures to improve scheduling efficiency and event coordination.
8. Support campus administrators and department leadership with scheduling needs.
9. Provide timely and professional communication to internal staff and external organizations.
10. Occasional evening and weekend work required to support events.
11. Frequent interactions with staff, community members and external organizations.
12. Strive to improve leadership skills through self-initiated professional development activities.
13. Conduct oneself in a professional, ethical and responsible manner.
14. This position is considered essential personnel and will perform other duties as assigned.

Equipment Used:

Personal computer, printer, audio/video equipment, copier,

Working Conditions:

Ability to work within deadlines and handle frequent interruptions. Maintain emotional control under stress. Flexible and cooperative with all department, district and school personnel including district patrons. Frequent district wide travel; frequent prolonged and irregular hours.

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.