The Facility Rentals and Special Projects Coordinator is a full-time position (12 month) managing 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 times across a portfolio of collegiate recreation facilities, auxiliary facilities, and field spaces. The incumbent must have the ability to sort multiple priorities, problem-solve under pressure, provide quality customer service, and act with a strong understanding of Campus Recreation and general recreational sports programming. This position must work closely with other internal Campus Recreation programs and facilities, 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 part-time student employees and serves on assigned committees that represent the Department. The position reports to the Assistant Director for Satellite Facilities & Member 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.
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 with the annual budget submission and provides financial supervision necessary to achieve budget targets for both expense and revenue.
Staff supervision includes the hiring, training, scheduling, performance feedback, evaluations, payroll, and disciplinary processes for ancillary, student, and volunteer staff. The development and engagement of student staff is an emphasis.
Reviews and seeks the approval of any pertinent program area procedures, processes, and training or operations manuals.
Develops and/or updates necessary emergency procedures, safety practices, and risk management processes in conjunction with administration and the department risk management committee.
Works directly with internal Campus Recreation staff to communicate rental calendar and obtains information regarding space availability.
Remains 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 include 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.
Under the guidance of Assistant Director and department marketing staff, implements publicity strategies to maximize facility participation. Conducts outreach efforts in order to increase awareness and visibility of the facilities and member services.
Ensures the highest possible level of customer service in order to provide exceptional experiences.
Implements assessment tools to assess market needs and interests, participant satisfaction, and overall feedback. Reports the results while including strategies for process improvement.
Executes equipment and supply purchasing within budgetary parameters according to UA policies.
Inventories and maintains all equipment and supplies to ensure quality, safety, and security.
Provides ongoing, semester and annual updates on pertinent measures of success, including participation, assessment data, financial status, and area happenings.
Develops and maintains relationships with Campus Recreation, the University of Arizona, and Tucson community as necessary to achieve program success, collaborations, and partnerships.
Ensures proficiency in Campus Recreation and University of Arizona policies, procedures, and processes.
Engages in Campus Recreation, University of Arizona, and pertinent industry training and development opportunities.
Bachelor's degree from an accredited institution with a minimum of 3 years of related work experience; or an equivalent combination of education and work experience.
Applicants must be currently authorized to work in the United States.
Upon hire, CPR-PR, AED, First Aid and Blood Borne Pathogens certification training will need to be completed.
Master’s degree from an accredited institution.
Two years of staff supervision experience, including the development of student staff.
Experience with Recreation Software Systems: RecTrac. Fusion, Connect2
Demonstrated experience with recreation facility safety standards.
Demonstrated special events management experience, including budget preparation, expense monitoring, and vendor relations
American Red Cross Certified Instructor for CPR, CPR-PR, AED, and First Aid.
Internal Number: 5698
About The University of Arizona
About the University of Arizona
As a public research university serving the diverse citizens of Arizona and beyond, the mission of the University of Arizona is to provide a comprehensive, high-quality education that engages our students in discovery through research and broad-based scholarship. We aim to empower our graduates to be leaders in solving complex societal problems. Whether in teaching, research, outreach or student engagement, access and quality are the defining attributes of the University of Arizona’s mission. Bold History that Fuels the Future. It was a bold move in 1885 to start a university in the middle of the desert. UA faculty and students have been on the cutting edge ever since. Research that Improves the Human Condition. From planetary science to medicine to the arts, UA research is changing the world. Being ranked #19 by the National Science Foundation doesn’t just make us great; it creates great opportunities for students. Our researchers teach. Students work alongside world-class professors to discover new knowledge and launch their own careers. Prestigious Faculty Nobel and Pulitzer Prize winners, members of esteemed national academies and world-renown...ed experts in dozens of disciplines, our faculty brings international attention to the University, and puts us in the ranks of the top public universities in the nation. Enviable Academics. The UA is a diverse and talented community. From astronomy to communication to entrepreneurship, our programs and our people are among the best in the country. We offer a rich and rewarding educational experience to all who choose to focus on excellence. Outreach to the Community and the World. As the state’s land grant university, we honor our three-fold commitment to education, research and community service. UA faculty and students share their knowledge, their time and their resources throughout the state and around the world. Economic Impact that Benefits All. The UA generates more than $625 million in research and gives the state an annual $2 billion boost. We partner with industry so that innovative ideas become thriving enterprises.