The Coordinator for Facility Rentals and Special Projects is a full-time position (12 month) that manages programmed events that generate earned income. This position recommends strategies and adapts to meet changing market conditions to ensure maximum profitability and volume of facility rental activities based on available facility rental times. The nature of the work requires sensitivity to issues that arise when managing a rental program within a comprehensive collegiate recreation facilities and auxiliary recreation facilities and fields portfolio and acts with a strong understanding of campus recreation and general recreational sports programming. The incumbent must have the ability to sort multiple priorities, problem-solve under pressure, provide quality customer service. This position must work closely with other internal Campus Recreation programs and facilities and effectively communicate rental requirements and logistics and is responsible for coordinating and managing a variety of department wide special projects as assigned. A critical component of this position includes the use and management of the department’s recreation software. This position must be available to work evening and weekend hours as required. This position also supervises temporary student employees and serves on assigned committees that represent the Department. The position reports to the Assistant Director of Facilities and Services.
Duties and Responsibilities:
Sells facility rentals through group presentations and on-site walk-throughs; evaluates user needs to determine necessary facility services for each event; familiarizes users with related rules and regulations, including rental rates and pricing.
Responds to inquiries regarding rental guidelines, costs, services and facilities; negotiates, prepares, reviews, and administers rental contracts.
Program supervision includes scheduling and supervision of event monitors
Consults with Contracting and Procurement as required for contracts and/or issues.
Obtains all necessary certificates of insurance, contracts, and agreements; prepares invoices and related documents.
Supervises the establishment and maintenance of rental event records; writes or oversees the writing of reports as needed to provide statistical and other information regarding events.
Assists in budget development and equipment purchasing for the Facilities division; oversees the expense budget and the income/projected revenue.
Works directly with internal Campus Recreation staff to communicate rental calendar and obtains information regarding space availability.
Stays current on best practices in the rental industry including health codes, fire codes, permits and emergency responses.
Serves as project coordinator for a variety of special projects that relate to both strategic vision and operational needs for the department; special projects includes software management, invoice management, systems management, and tasks as assigned.
Assists with the identification, prioritization and execution of projects; help develop project scope, needed resources and timelines to complete projects; work with internal Campus Recreation staff and other University departments to complete projects.
Knowledge, Skills, and Abilities:
Knowledge and experience in recreational facility operations
Interpret and apply industry standard practices in regards to recreation facilities, safety and risk management practices
Staff supervision, hiring, evaluation, and/or training
Communicate effectively both orally and in writing
Interact with people in a positive manner
Enforce necessary performance standards
Identify and initiate work projects and function independently
Think analytically and evaluate possible solutions
Prioritize and arrange job assignments
Work positively in challenging situations and maintain professional demeanor
Ability to enforce all facility policies with a wide variety of patrons
Strong interpersonal, communication, organization and follow-through skills.
Bachelor's degree in recreation, sports management, higher education, physical education or a related field.
Two years of related administrative/coordinative professional level experience which includes one year supervisory experience/student development
Demonstrated special events management experience, including budget preparation, expense monitoring, and vendor relations
Upon hire, CPR-PR, AED, First Aid and Blood Borne Pathogens certification training will need to be completed.
Valid driver’s license upon the first day of employment with a minimum of two years driving experience.
Master’s degree in in Exercise Physiology, Health Education, Physical Education, Sports Management, Recreation, Education or related field.
Experience with Recreation Software Systems: RecTrac or Fusion
CPR/First Aid- Adult certification
***The University of Arizona will be hosting an informational session for the Coordinator for Facility Rentals and Special Projects at the NIRSA National Annual Conference and the NIRSA Region III Student Lead On Conference. The information sessions will be conducted by Troy Vaughn, Director of Campus Recreation. For more information about this position or connecting with Troy Vaughn for the information sessions please contact Renee Lima, Associate Director- Facility Services at firstname.lastname@example.org