Job Details

Salary: $23.95 Hourly
Location : Rogue Community College, OR
Job Type: Full-Time Classified
Job Number: 01961
Department: Risk Management
Opening Date: 04/29/2025

Position Description

Position Title

Facility Use Coordinator

Secondary Title
Group / Grade

6
Classification

Classified

Work Location

All Campuses

Overtime Eligible

Non-Exempt

Division

People, Culture, and Safety

Differentials

N/A

Department

Risk Management

Reports To

Director, Risk Management

Supervision Received

Works under the general supervision of the Director, Risk Management.

Supervisory Responsibility

Supervision is not a responsibility of this position.
Position Summary

The Facility Use Coordinator oversees the coordination, promotion, and operational logistics of campus facility rentals for external groups and organizations. This role ensures smooth event execution by managing rental agreements, facilitating interdepartmental coordination, and overseeing compliance with college policies and safety standards. The position also handles budgeting, billing, and outreach to support and grow facility rental operations.

Examples of Duties - Essential Functions

Managing Facility Reservations

• Coordinates rental inquiries and confirms space availability using scheduling software.
• Drafts and communicates rental agreements, outlining usage policies, fees, and terms.
• Responds to client inquiries regarding space capabilities, equipment availability, and support services.
• Maintains up-to-date bookings and documentation to prevent conflicts and support operational transparency.

2.

Compliance & Policy Enforcement

• Ensures events adhere to college safety, insurance, and facility usage policies.
• Reviews event plans for risk and works with campus departments to mitigate potential issues.
• Assists with permits, inspections, and enforcement of safety and decor restrictions.

3.

Coordination of Event Logistics

• Works with internal teams (e.g., facilities, IT, and security) to prepare spaces and support event needs.
• Organizes room layouts, A/V setups, custodial support, and other logistics.
• Serves as point of contact during events, ensuring onsite needs are addressed and issues resolved promptly.

4.

Budgeting & Financial Management

• Develops pricing in collaboration with leadership and ensures alignment with market standards.
• Prepares invoices, tracks payments, collects deposits, and monitors financial records for each event.
• Communicates with clients about billing status and resolves discrepancies.

5.

Marketing & Promotion of Facility Use

• Promotes campus rental spaces to local businesses, nonprofits, and community organizations.
• Collaborates with marketing teams to create and update digital and print materials.
• Coordinates outreach campaigns and social media efforts to increase visibility and utilization.

6.

Other Duties as Assigned

• May participate in College committees as assigned
• Engages in professional growth opportunities as assigned
• Performs other duties as assigned

Institutional Expectations

• Demonstrates our core values of integrity, collaboration, diversity, equity, and inclusion, sustainability, and courage.
• Actively contributes to a culture of respect and inclusivity by collaborating effectively with students, colleagues, and the public from diverse cultural, social, economic, and educational backgrounds.
• Participates in recruitment and retention of students at an individual and institutional level in promotion of student success.
• Embraces and leverages appropriate technology to accomplish job functions.
• Provides high quality, effective service through learning and continuous improvement.

Screening Criteria

Minimum Qualifications

• Education - an Associate's degree in Event Planning, Business Administration, Communications, or a related field.
• Experience - a minimum of two years' experience in event coordination, facilities or venue management, marketing, or client services.

Only degrees received from an accredited institution will be accepted: accreditation must be recognized by the office of degree authorization, US Department of Education, as required by ORS 348.609. Final candidate will be required to provide official transcripts for required degree.
Any satisfactory equivalent combination of education and experience which ensures the ability to perform the essential functions of the position may substitute for the requirement(s). Please see our Applicant Guide for more information on education/experience equivalency guidelines.

2.

Preferred Qualifications

• Certified Venue Professional (CVP), Certified Meeting Professional (CMP), or Certified Event and Venue Professional (CEVP).

3.

Essential Knowledge, Skills, & Abilities (Core Competencies)

• Knowledge - The Facility Use Coordinator must possess comprehensive knowledge of event planning and logistics, including the coordination of venues, seating arrangements, audiovisual needs, catering, and on-site support services. A strong understanding of financial processes is essential-specifically in budgeting, setting rental pricing, preparing quotes, managing contracts, and tracking deposits and invoices. Familiarity with institutional policies, local regulations, and risk management practices is critical to ensuring compliance with safety, liability, and insurance standards for all facility uses. The position also requires working knowledge of marketing strategies, including the development of promotional content, social media campaigns, and website updates to increase facility utilization. Additionally, knowledge of scheduling systems and office productivity tools is vital for maintaining accurate event calendars and correspondence. Lastly, an understanding of customer service best practices and the ability to navigate client and stakeholder needs within a complex institutional environment is essential for success in this role.
• Skills - Success in this role requires exceptional organizational and time management skills to coordinate multiple events simultaneously, often with competing timelines and priorities. Strong communication skills-both written and verbal-are necessary to collaborate with clients, vendors, and internal departments and to convey logistics, policies, and expectations clearly and professionally. The coordinator must be skilled in negotiation to navigate rental agreements and vendor contracts while ensuring terms align with institutional goals. Attention to detail is critical in handling contracts, financial records, and logistical specifications to ensure events run smoothly and efficiently. The role also demands customer service excellence to build trust and satisfaction with a diverse range of facility users. Additional skills include the ability to market services effectively, create compelling promotional materials, and manage event technology such as AV equipment. Proficiency with computers and facility scheduling software is required to streamline processes and maintain accurate records. Conflict resolution and problem-solving skills are also vital for handling challenges that arise before or during events.
• Abilities - Must be able to balance multiple priorities while maintaining composure and professionalism in a fast-paced, service-oriented environment. The role requires the ability to work independently, exercise sound judgment, and make timely decisions, especially in high-pressure or last-minute situations. Adaptability is key, as events often involve shifting client needs, weather concerns, or unforeseen logistical challenges. The coordinator must be able to build and sustain effective working relationships with a wide range of individuals including renters, college staff, and vendors, often serving as the central liaison for all event-related matters. A strong ability to anticipate client needs, resolve issues proactively, and respond with creativity and flexibility is essential. The position also requires a high level of initiative, resourcefulness, and the ability to interpret and apply college policies in real-world contexts. Ultimately, this role demands a commitment to excellence in service delivery, consistent follow-through, and a collaborative approach to ensuring successful events and facility use.

4.

Other Requirements

• For assignments requiring operation of a motor vehicle, possession of a valid Oregon Driver's License or the ability to obtain one within 30-days of employment, and maintenance of an acceptable driving record are required.

5.

Remote Work Options (see AP 7239 Working Remotely for more details)

• This position functions as an in-person work arrangement, working on-campus with either a set schedule or flexibility depending on operational needs.

6.

Physical Demands

The physical demands listed below represent those that must be met by an incumbent to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.

• Manual dexterity and coordination are required for at least half of the daily work period, which is spent sitting while operating office equipment such as computers, keyboards, 10-key, telephones, and other standard office equipment. While performing the duties of this position, the employee is frequently required to stand, walk, reach, bend, kneel, stoop, twist, crouch, climb, balance, see, talk, hear, and manipulate objects. The position requires some mobility, including the ability to move materials up to 25 pounds occasionally. This position requires both verbal and written communication abilities.

7.

Working Conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this position, the employee is primarily working indoors in an office environment. The employee is not exposed to hazardous conditions. The noise level in the work environment is usually moderate, and the lighting is adequate.

Additional Posting Information

This is a Full-time Classified, 40 hour per week (100%) position in the Risk Management department. Starting compensation is entry level for Group 6 on the 2024-25 Classified Wage Schedule.
Position is fixed-term/grant-funded through 6/30/2026, renewed annually, with continuation dependent upon funding. Grant funding is expected to continue through 6/30/2028. Fixed-term/grant-funded positions do not accrue seniority.
Position will remain open until filled, with screening scheduled to begin 5/20/2025. Applications received after the screening date are not guaranteed review. Documents required for submission include a cover letter and resume. Applications missing any of the listed required documents may be considered incomplete and ineligible for further review.
RCC is committed to a culture of civility, respect, and inclusivity. We are an equal opportunity employer actively seeking to recruit and retain members of historically underrepresented groups and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.
CANDIDATES WITH DISABILITIES REQUIRING ACCOMMODATIONS AND/OR ASSISTANCE DURING THE HIRING PROCESS MAY CONTACT HUMAN RESOURCES AT 541-###-####. ONLY FINALISTS WILL BE INTERVIEWED. ALL APPLICANTS WILL BE NOTIFIED BY EMAIL AFTER FINAL SELECTION IS MADE. INTERVIEW COSTS ARE AT APPLICANT'S EXPENSE. FINAL CANDIDATE WILL BE REQUIRED TO SHOW PROOF OF ELIGIBILITY TO WORK IN THE UNITED STATES. FOR POSITIONS WITH A DEGREE REQUIRED, ONLY DEGREES RECEIVED FROM AN ACCREDITED INSTITUTION WILL BE ACCEPTED; ACCREDITATION MUST BE RECOGNIZED BY THE OFFICE OF DEGREE AUTHORIZATION, US DEPARTMENT OF EDUCATION, AS REQUIRED BY ORS 348.609.
Public Service Loan Forgiveness

Rogue Community College is considered a qualifying public employer for the purposes of the Public Service Loan Forgiveness Program. Through the Public Service Loan Forgiveness program, full-time employees working at the College may qualify for forgiveness of the remaining balance on Direct Loans after 120 qualifying monthly payments under a qualifying repayment plan. Questions regarding your loan eligibility should be directed to your loan servicer or to the US Department of Education.
Rogue Community College does not discriminate in any programs, activities, or employment practices on the basis of race, color, religion, ethnicity, use of native language, national origin, sex, sexual orientation, gender identity, marital status, veteran status, disability, age, pregnancy, or any other status protected under applicable federal, state, or local laws. For further policy information and for a full list of regulatory specific contact persons visit the following webpage: www.roguecc.edu/nondiscrimination.
Benefits include family medical, dental, and vision insurance; employee life insurance; paid holidays, sick leave, vacation, contract days, and emergency leave days; 16-credit tuition waiver per quarter; membership in the Oregon Public Service Retirement Plan (OPSRP) when eligible; and eligibility for professional growth funds.
Qualifying veterans and disabled veterans may obtain additional consideration during the RCC employment process under ORS 408.230 and 408.225; OAR 839-006-435 to 839-###-####, by submitting (attach as Other Document #1) a copy of the Certificate of Release or Discharge from Active Duty (DD Form 214 or 215).