Facilities Use Coordinator

PRIMARY PURPOSE

Coordinate the facility reservation process and scheduling after-hours events throughout the district, including monitoring safety, providing support, and resolving reservation-related issues. Events include rental of district facilities as well as internal, district-sponsored events.

QUALIFICATIONS

Education/Certification:

High school diploma or GED

Bachelor’s degree preferred

Special Knowledge/Skills:

• Knowledge of facility operations pertaining to building and grounds use and equipment
• Knowledge of facility scheduling systems and reservation practices
• Strong computer software skills
• Ability to manage and supervise students and staff during facility reservations and events
• Ability to read and interpret documents such as safety rules, instructions, and procedure manuals
• Strong organizational, communication, public relations, and interpersonal skills

Experience:

Three to five years of facilities scheduling or operations experience, preferably in school setting

MAJOR RESPONSIBILITIES AND DUTIES

Facilities Management and Administration

1. Manage all scheduling of after-hours events and maintain the district events calendar.
2. Coordinate facility operations for reservations including lighting, audio visual equipment, door access, and heating, ventilation, and air conditioning (HVAC); make last minute changes as needed.
3. Coordinate use of facilities from outside groups including obtaining required documentation and onside inspection and providing assistance as needed.
4. Determine need for security and custodial staff for each event and coordinate with appropriate departments.
5. Attend after hours and weekend events and oversee facilities use throughout the district. Assist and provide support and technical supervision to all students, staff, contractors, and lessees.
6. Schedule, request staff for, and direct all reservations. Outside rentals should be booked in a manner that in no way adversely affects district usage of the facilities, with minimal are respected and well cared for by patrons and employees during rental events.
7. Attend and provide support for home football games regarding press-box usage and systems operations
8. Position requires on-call, after hours and on weekends.

Safety

9. Take all necessary and reasonable precautions to protect students, teachers, staff, lessees, equipment, materials, and facilities.
10. Correct unsafe conditions in work areas and promptly report any conditions that are not immediately correctable to supervisor and/or submit work order.
11. Follow district safety protocols and emergency procedures.

Communication

12. Establish and maintain open communication with district and non-district lessees.
13. Maintain a positive, professional relationship with colleagues, students, parents, and community members.
14. Deliver exceptional customer service to internal and external customers.

Policy, Reports, and Laws

15. Assist with developing, implementing, and monitoring district policies and procedure for facility use.
16. Compile, maintain, file, and present all reports, records, and other documents required.
17. Post payments, deposit funds, and process invoices in a timely manner.

Other

18. Maintain confidentiality regarding student and coworker information and as required by FERPA.

Supervisory Responsibilities:

None.

MENTAL DEMANDS / PHYSICAL DEMANDS / ENVIRONMENTAL FACTORS

Tools/Equipment Used: Standard audio/visual equipment and related hand tools and test instruments for electronic repairs and cable installations; standard office equipment including computer and peripherals

Posture: Frequent standing, kneeling/squatting, bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and use of mouse; frequent walking, climbing ladders and scaffolding; grasping/squeezing, wrist flexion/extension, and overhead reaching; frequent driving

Lifting: Moderate lifting and carrying (up to 44 pounds); occasional heavy lifting (45 pounds and over)

Environment: Work inside in office environment; occasional work outside, on slippery or uneven walking surfaces; occasional exposure to extreme hot and cold temperatures, dust and electrical hazards; work irregular hours and occasional prolonged hours; periods of 24-hour on-call status; frequent district wide travel

Mental Demands: Maintain emotional control under stress

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.