Facility Coordinator for Events and Operations

This position reports to the Assistant Director for Events and Building Operations and supervises approximately 50 student Facility Attendants who operate the University Recreation and Wellness Center and the University Field House, monitor open recreation and fitness areas, assist with event set ups, and other tasks to help coordinate daily facility operations. This position works with the Assistant Director for Events and Building Operations to utilize space during lower demand times and generate $430,000+ of rental revenue throughout Minneapolis RecWell facilities. Primary responsibilities will include independent management of the University Field House, coordinating events and rentals, and managing RecWell departmental events by modeling strong customer service and promoting University Recreation and Wellness facilities and services to the University and surrounding communities.

This position independently manages the University Field House operations and its staff. This position also has responsibility to assess and manage risk to ensure member and staff safety in RecWell facilities. Experience communicating with a diverse audience and demonstrated evidence of a commitment to promoting a culture that respects and advances diversity and inclusion is important for this role. This is a full-time position and typical hours are late morning to early evening M-F, on-site, with occasional weekends to oversee significant events.

The starting salary for this position is $50,500 - $53,000. The application deadline is Sunday, August 4th, 2024.

Responsibilities:

Event Management and Facility Operations 55%

• Coordinate logistical business aspects of all student group facility rentals in the URWC, Cooke Hall, University Fieldhouse, URW Sports Field Complex, Aquatic Lobby and West Bank Fields
• Independently manage the facility operations of the University Field House - a stand- alone facility. This includes resolving any issues with members and other users, risk management including supervision of accidents and incidents, conflict resolution, and coordination of events
• Compile and maintain data specific to Field House hourly participation and produce regular reports on usage trends to assist in requesting and scheduling program times
• Serve as the Staff Liaison for Fieldhouse tenants ensuring adherence to scheduled times, procedures, problem solving, etc. (Intercollegiate Athletics, School of Kinesiology, and ROTC Tri-Service)
• Use independent judgment and problem solving skills with each client to minimize risk and ensure a successful event
• Provide input on the development of marketing materials to promote the Field House and facility rentals to achieve growth beyond the current level of $400,000 annual revenue to help offset the department reliance on student fees
• Coordinate and ensure procurement of all lease agreement requirements, including proper certificate of liability insurance and full execution of client agreements for medium and small-scale events
• Determine suitability of events for rentals based on departmental programming, open recreation needs and departmental and institutional mission
• Generate comprehensive event information materials for student staff and be available for decision-making and problem solving any issues or concerns
• Review, enforce, and assist with the development of event and operations policies and procedures such as reservation priority, cancellation, catering, and inclement weather while also navigating ambiguous issues that arise outside of those policies to ensure a positive impact on URW
• Maintain, troubleshoot, and regularly test audiovisual equipment to minimize down time
• Develop fiscal year revenue goals with the Assistant Director for Events, generating utilization, revenue, outstanding business, and communication reports to evaluate success
• Create detailed proposals for events, including timelines, layouts for set-up and take-down, caterers, vendors, staffing and budget
• Assist in the management of annual operating budgets and strategic planning
• Lead the planning, coordination, and execution of the RecWell Welcome Week Open House and other RecWell department events
• Communicate with full-time facility coordinators and managers about upcoming events and their impact on operations, relocating programs as needed
• Purchase and maintain inventory of Field House and event-related equipment and supplies
  

Staff Supervision and Student Development 35%

• Directly oversee the recruitment, hiring, training, supervision, scheduling, and evaluation of approximately 50 student Facility Attendants in the University Recreation and Wellness Center and University Field House responsible for general facility supervision, monitoring open recreation and fitness areas, cleaning of equipment, assisting with event set ups, and other tasks to maintain the facility
• Provide direction and development opportunities for staff related to facility management and events
• Convene regular meetings to provide professional development activities and training that further the supervision, student development, customer service experience, leadership, professionalism, accountability, and knowledge base for all Facility Attendants
• Respond to after-hour calls to support student staff and make major decisions during crisis
• Train student employees on event set up and tear down and using audio-visual equipment

Risk Management 10%

• Assist with facility maintenance and repair, projects, and building access efforts through regular communication with colleagues
• Ensure student employees are trained on safety in the workplace, proper use of equipment, enforcement of building and fire codes, facility policies, and fitness equipment cleaning
• Coordinate regular meetings with fitness staff to assess equipment safety and cleanliness
• Assist in handling emergency situations within URW facilities
  

Carry out other duties as assigned

Required Qualifications:

• BA/BS plus at least two years of experience or a combination of related education and work experience to equal at least six years.
• Demonstrated concise and logical written and oral communication skills
• Ability to move or lift up to 50 lbs
• Must be able to move various event and activity equipment between rooms and storages for setup
  

Preferred Qualifications:

• One or more years of experience in facility and/or fitness operations
• Experience creating and supporting diverse teams
• Demonstrated abilities to work on a team and independently
• Experience fostering an inclusive environment and appreciative of differences in the workplace
• Experience supervising student employees or other part-time staff
• Experience with planning and executing events

Recreation & Wellness is a department within the Office of the Vice President of Student Affairs (OSA) at the University of Minnesota. We offer hundreds of recreation, exercise, and sport opportunities for the University community and operate the University Recreation and Wellness Center, University Aquatic Center, University Fieldhouse, St. Paul Gymnasium, Student Recreational Sports Fields and Dome, West Bank Fields, St. Paul Soccer Fields, St. Paul Tennis Courts, and Les Bolstad University Golf Course. Amenities in University Recreation and Wellness indoor facilities include fourteen handball/racquetball courts, eleven squash courts, ten multi-use rooms and studios, six gymnasiums, five swimming pools, three indoor running tracks, and two rock climbing walls. The facilities also offer more than 500 treadmills, exercise bikes, elliptical trainers, weight machines, and other pieces of exercise equipment. University Recreation & Wellness is funded by student fees and revenue generated by the department.

The department workforce is approximately 50 full-time staff and 575 student employees. Our mission is to serve all students and the greater University community by enriching the campus experience and encouraging lifelong wellbeing. We are driven to develop leaders, foster supportive relationships, and inspire active living through recreation and wellness. Our goals are as follows:

• Model a welcoming and supportive environment by promoting a culture of inclusion, respect, and wellbeing through education and shared experiences.
• Challenge personal and professional growth while encouraging leadership development.
• Connect and collaborate with partners to support academic and co-curricular success.
• Provide opportunities and activities that mobilize active, healthy engagement in programs, services, and facilities to inspire lifelong wellbeing.

Working at the University

At the University of Minnesota, you'll find a flexible work environment and supportive colleagues who are interested in lifelong learning. We prioritize work-life balance, allowing you to invest in the future of your career and in your life outside of work.

The University also offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Please visit the Office of Human Resources website for more information regarding benefits.

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).