Facility Rentals & Special Projects Coordinator

University of Arizona
Tucson, AZ

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Administrative Jobs
Institutional & Business Affairs, Facilities Management & Sustainability

Job Details

Posting Number:



Campus Recreation

Department Website Link:



Main Campus


Tucson, AZ USA

Position Highlights:

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.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; state and optional retirement plans; access to UA recreation and cultural activities; and more!

The University of Arizona has been recognized for our innovative work-life programs. For more information about working at the University of Arizona and relocations services, please click here.

Duties & Responsibilities:

  • Sellsfacility 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 ratesand pricing.
  • Responds to inquiries regarding rentalguidelines, costs, services and facilities; negotiates, prepares, reviews, andadministers rental contracts.
  • Consults with Contracting and Procurementas required for contracts and/or issues.
  • Obtains all necessary certificates ofinsurance, contracts, and agreements; prepares invoices and related documents.
  • Supervises the establishment andmaintenance of rental event records; writes or oversees the writing of reportsas 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.

Minimum Qualifications:

  • Bachelor's degree is required
  • Minimum of 3 years of related work experience or equivalent combination of education and work experience required.

Preferred Qualifications:

  • 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.



Full Time/Part Time:

Full Time

Number of Hours Worked per Week:


Job FTE:


Work Calendar:


Job Category:

Student Services

Benefits Eligible:

Yes - Full Benefits

Rate of Pay:


Compensation Type:

salary at 1.0 full-time equivalency (FTE)



Career Stream and Level:


Job Family:

Campus Recreation

Job Function:

Student Services

Type of criminal background check required::

Fingerprint criminal background check (security sensitive due to title or department)

Number of Vacancies:


Target Hire Date:


Expected End Date:

Contact Information for Candidates:

Brooke Trentlage
[email protected]

Open Date:


Open Until Filled:


Documents Needed to Apply:

Resume and Cover Letter

Special Instructions to Applicant:

Diversity Statement:

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. As an Hispanic-serving institution and a Native American/Alaska Native-serving institution, we translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues, and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we provide equal employment opportunities to applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or genetic information. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.


As Arizona’s First University, founded in 1885, the University of Arizona now serves nearly 46,000 students, from undergraduates to doctoral candidates. A public land grant university, we work together to expand human potential, explore new horizons, and enrich life for all.

We constantly strive to be a best-in-class place to learn, research, and work. We educate innovative, adaptive learners and problem solvers who are prepared to lead meaningful lives and improve society in the Fourth Industrial Revolution Economy. Our Strategic Plan details how we intend to drive social, cultural, and economic impact, in Arizona and across the world.

As a Research I university and member of the Association of American Universities, the University of Arizona hosts two medical schools as well as the only veterinary college in Arizona. More than 16,500 faculty, staff, and graduate students produce over $687 million in research annually, ranking us among the top 20 public research universities in the nation.

Transdisciplinary research excellence – the true seamless integration across disciplinary university-community boundaries – is an undergirding philosophy deeply rooted in our history. Notably, our BIO5 Institute brings together scientists from agriculture, medicine, pharmacy, basic science, and engineering to treat disease, feed humanity, and preserve livable environments.

We strive for excellence in all our 200-plus undergraduate majors and 150 graduate programs. Our faculty are renowned for ground-breaking research in astronomy and planetary sciences; climate, environment, and solar energy; cancer and biotechnology; optical sciences; electrical and computer engineering; and management information systems. Research us yourself on our interactive FactBook.

As Arizona public employees, we enjoy comprehensive benefits. Among these are a choice of retirement plans, high-quality medical insurance subsidized at 85% of cost; and dental, vision, short- and long-term disability, and life insurance plans. An unusually generous qualified tuition reduction program is one of the benefits our employees, their spouses or domestic partners, and children value most.

Who We Are

Our core values proclaim who our Wildcat community is and what we stand for:

Integrity: Be honest, respectful, and just.

Compassion: Choose to care.

Exploration: Be insatiably curious.

Adaptation: Stay open-minded and eager for what’s next.

Inclusion: Harness the power of diversity.

Determination: Bear down! (Yes, there’s a story here.)

Where We Are

Our Main and Health Sciences campuses are located near downtown Tucson. In addition, we operate a College of Applied Science & Technology in southeastern Arizona, a Biomedical Campus in Phoenix, a Veterinary College north of Tucson, and extension offices in every Arizona county. Despite a metro population of 1 million people, Tucson retains the feel of a small town where everyone knows one another. Ringed by mountains, blessed with abundant sunshine, and recognized as a bicycle-friendly city, Tucson is ideal for outdoor exploration. The second largest city in Arizona also offers cultural, artistic, and social amenities to feed your insatiable curiosity. Emblematic of the desert Southwest, the Sonoran Desert is a region steeped in Native American and Latina/o culture.

Diversity Profile

Our Commitment to Inclusive Excellence

The University of Arizona sits on the homeland of the Tohono O’odham, the Desert People. In 1775, the Spanish Presidio San Agustín de Tucsón displaced the Native people from the floodplain of the Santa Cruz River. With Mexican Independence in 1821, Tucson became part of the Mexican state of Sonora, and might still be so but for the 1853 Gadsden Purchase.

The University of Arizona takes advantage of our unique location and history through initiatives from cross-border collaborative research in arid lands and water management to workshops for women entrepreneurs in Sonora.

The Native Peoples Technical Assistance Office serves as a liaison between Native nations and the research arm of the university, focused on building capacity and research support for tribal community development.

The university of Arizona is proud to be a federally designated Hispanic Serving Institution and one of 9 US institutions to receive the inaugural Seal of Excelencia for demonstrating positive Latina/o student outcomes. We rank No. 1 for the number of doctoral degrees awarded to Native American students, and No. 9 for the number awarded to Latina/o students.

Student success, particularly educational equity for historically underserved groups, is an institutional priority. We have more than 10,000 First Cats (first-generation college students). The Strategic Alternative Learning Techniques (SALT) Center is nationally recognized for its innovative and successful academic support programs for students with learning and attention challenges.

The University of Arizona has many student cultural clubs and organizations. View the list on the Equity, Inclusion, and Title IX website.

These are some of our cutting-edge centers and programs:

Arizona Hispanic Center of Excellence (AZ-HCOE) works to increase the number of Latina/o physicians, enhance health research serving Latinas/os, and improve the cultural competency of health care services in Latina/o communities.

Binational Migration Institute (BMI) is an association of US and Mexican scholars researching the consequences of immigration enforcement policies on Latina/o communities.

Institute for LGBT Studies develops curriculum, promotes research, and presents public programming addressing the histories, politics, and cultures of lesbian, gay, bisexual and transgender people.

Institute for the Study of Religion and Culture (ISRC) serves as a research and outreach center focused on the role of religion in international politics.

Native American Research and Training Center (NARTC) conducts health-related research and training projects to help improve quality of life for Native Americans.

Native Nations Institute (NNI) conducts policy analysis and research dedicated to building capable Native nations.

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United States

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