ESSENTIAL DUTIES AND RESPONSIBILITIES:

The following duties and responsibilities are typical of those performed by employees in this classification.

• Plans, schedules, and coordinates facilities rentals, activities, and services to optimize facility usage and maximize district revenue.
• Researches, identifies and tracks available spaces for facility rentals for various groups, including but not limited to local high schools, community organizations, nonprofits, local municipalities, elected officials, studios, and district departments; manages space inventory and utilization, and related data for reserving space.
• Serves as the District’s primary liaison for internal and external inquiries; oversees coordination of site visits for proposed events, filming, and facility rentals; collaborates with facility users and requestors to ensure event logistics are effectively managed.
• Prepares, monitors, and maintains Facilities Use agreements for use of the district's campus facilities by internal and outside groups; reviews agreements for accuracy and completeness; ensures that insurance documents are received and verified from outside users of district facilities.
• Develops fee schedules, rental rates and cost estimates; coordinates with district administrative services to prepare invoices, ensure correct billing and collect fees.
• Reviews and identifies marketing strategies, in coordination with the district’s Communications and Governance relations department, to promote the use of district spaces, increase marketability and increase revenue for the district.
• Prepares financial and facility usage reports on quarterly, annual and ad-hoc basis; maintains web-based event calendaring software to enter rental rates and monitor the use of district spaces.
• May direct and support facilities, information technology services, and other district staff, with set up and breakdowns, including tables, chairs, tents, barricades, staging, and other event equipment for events.
• Assists with the development, implementation, and establishment policies, processes, and procedures for applicable area(s); monitors and evaluates program, operational, departmental, and/or service quality; may recommend, develop, and implement quality improvement assessment tools and/or methods with administration and/or regulatory agencies.
• Assists in the development and implementation of short- and long-term strategies and plans, including the program review process.
• Recommends, monitors, and/or administers budgets for assigned areas; oversees and administers budget allocations and procurements for all assigned funds as appropriate; analyzes and reviews budgetary and financial data.
• Handles and resolves conflicts and issues and reports complaints as appropriate.

• Promotes diversity, equity, inclusion, cultural competency, and a positive work and academic environment.
• Coordinates and oversees the implementation and modification of technology.
• Supervises department employees; assigns and monitors employee’s work and evaluates employee performance; trains employees; participates in employee selection.
• Monitors and reviews programs and/or operations for legal compliance.
• Analyzes and interprets data; prepares, reviews, and/or approves documents and reports.
• May direct and/or conduct surveys and special studies; may maintain statistics.
• May participate and/or chair campus committees and task forces.
• Performs other related duties as assigned.

MINIMUM QUALIFICATIONS:

The education, training and experience qualifications are considered likely to provide the required knowledge and abilities to perform the above essential duties.

Education and Experience:

Bachelor’s degree from an accredited college or university.

Three (3) years of progressively responsible experience in event or facility rental planning and coordination, including one (1) year overseeing logistics, schedules, or serving in a lead capacity.

Licenses/Certificates/Other Requirements

• None

Knowledge of:

• Principles, practices, and techniques of planning, scheduling and coordinating events.
• Methods and practices of marketing and promotion.
• Management principles and practices.
• Current and emerging technologies that support the applicable area(s).

• Principles and practices of supervision.
• Applicable laws, regulations, standards, and/or requirements.
• Methods of prioritizing, planning, and organizing work.
• Principles and practices of budget administration.
• Principles of data research, collection, organization, interpretation, and reporting.
• General accounting and bookkeeping principles.
• Principles and practices of business communication and writing.
• Principles of knowledge management.
• Presentation techniques.
• Standard office practices or procedures.
• Standard office software and modern office equipment.
• Principles and practices of customer service.

Ability to:

• Manage the planning, scheduling and coordination of District facilities rentals, activities and services.
• Oversee the development of policies and procedures in applicable area(s).
• Develop and implement goals with identifiable outcomes and assist with development of strategic plans, as needed.
• Identify and implement appropriate technology and resources.
• Research, develop, apply, explain, and/or ensure the compliance of applicable laws, regulations, policies and/or procedures.
• Identify needs, analyze problems, and provide recommendations and/or alternative solutions.
• Manage and prioritize work, projects and/or programs within established deadlines.

• Prepare, manage, monitor, oversee, and/or administer budgets.
• Supervise, train, and evaluate the work of assigned employees.
• Stay abreast of information, trends, and theories applicable to areas of assignment.
• Analyze data and compile and present narrative and statistical reports.
• Prepare and review reports, correspondence, and other documents using multiple business formats.
• Manage the maintenance of records.
• Prepare and deliver presentations.
• Utilize standard office software and equipment.
• Maintain confidentiality of sensitive and/or protected information.
• Provide customer service with a high level of sensitivity, tact and patience.
• Communicate effectively, both orally and in writing.
• Establish and maintain cooperative and effective working relationships with all employees and others encountered in the course of work.
• Demonstrate a sensitivity to, and understanding of, the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds of community college students.

PHYSICAL AND MENTAL STANDARDS:

The following physical and mental standards are identified as necessary to perform the essential duties and responsibilities. However, reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position.

• Mobility: frequent sitting for long periods; occasional kneeling, crouching, pushing, pulling, walking and standing; frequent reaching above and below desk level.
• Dexterity: frequent fine manipulation sufficient to operate a computer keyboard; frequent grasping to handle individual papers, write and take notes, and feel individual objects.
• Lifting/Carrying: frequent lifting/carrying of papers, files, equipment and materials weighing up to 10 pounds; occasional lifting up to 25 pounds.
• Visual Requirements: frequent use of vision sufficient to read files, documents, and computer screens, and do close-up work.
• Hearing/Talking: frequent hearing and speaking in person and on the telephone.

• Emotional/Psychological Factors: frequent contact with others including extensive public contact; frequent deadlines and time-limited assignments.

ENVIRONMENTAL CONDITIONS:

• Work is typically performed in an indoor office setting with occasional exposure to loud or prolonged noise levels and varied outdoor weather conditions.