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Facility and Rental Coordinator - JC Raulston Arboretum

NC State University
Raleigh, NC

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Administrative Jobs
Institutional & Business Affairs, Facilities Management & Sustainability
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Job Details

Posting Number:


Internal Recruitment:


Working Title:

Facility and Rental Coordinator - JC Raulston Arboretum

Anticipated Hiring Range:

Commensurate with Experience ($42,000 - $46,000)

Work Schedule:

Monday - Friday / 8:00 am - 5:00 pm (flexible schedule needed as several evenings and weekends are required)

Job Location:

Raleigh, NC


JC Raulston Arboretum

About the Department:

The JC Raulston Arboretum (JCRA) at NC State University is a teaching, research, and public outreach garden, dedicated to promoting a greater diversity of new and better adapted landscape plants. Dedicated to public horticulture and connecting people with plants, the garden provides a dynamic teaching and learning atmosphere. The garden is open every day of the year.

Essential Job Duties:

The Rental and Facility Coordinator will be directly responsible for all aspects of meeting room and garden rentals at the JC Raulston Arboretum (JCRA) including, but not limited to promoting the Arboretum as a venue for private functions including weddings and corporate meetings and functions, scheduling and facilitating the details required for each booking, hiring and managing staff required for event coordination and setups, and representing the Arboretum in a professional and friendly manner.

Charged with growing and increasing the revenue stream for this area of the organization, this position reports to the JCRA assistant director and will require some onsite evenings and weekend work and the ability to have a flexible work schedule. The position is responsible for keeping rental contracts and agreements in compliance with NC State University policies and ensuring all customers are informed of policies and procedures of the facility.

The position is an integral part of the front line team at the Arboretum where visitor services is a priority. The Arboretum is a public garden and requires all staff to assist walk-ins, direct visitors, answer telephone and assist with general queries about the Arboretum received through the mail and our main telephone line.

The coordinator will work with staff and volunteers to keep the buildings and gardens presentable including, but not limited to the professional presentation of the public spaces, meeting rooms and kitchen of Ruby C. McSwain Education Center. This position will serve as a building liaison with the university reporting issues and repairs to the proper entity. The position will coordinate schedules ensuring the buildings, parking lot and gardens are accessible during open hours and secure during closed hours.

The coordinator is a primary contributor to the organization and development of arboretum fundraising events.

Other Responsibilities:

Other duties as assigned.

Minimum Experience/Education:

Bachelor’s degree; or an equivalent combination of training and experience.

All degrees must be received from appropriately accredited institutions.

Other Required Qualifications:

  • Excellent organizational skills, strong scheduling, and logistics skills
  • Problem solver with the ability to formulate proactive solutions
  • Strong work ethic and integrity
  • Strong customer service skills
  • Experience in sales or hospitality management
  • Experience in meeting planning and/or facility sales environment with a proven ability to meet goals
  • Ability to multi-task in an active, dynamic, environment, return all emails and phone calls in a timely manner and work well in a team atmosphere
  • Must be resourceful and effective
  • Self-disciplined and able to keep calm while under pressure
  • Motivation for sales, closing contracts, and prospecting
  • Ability to organize and manage client payments, deposits, and receipts according to university procedures and policy
  • Ability to organize, manage, and hire support staff for event/rental facilitation and according to organization & university procedures and policy
  • Experience with AV equipment, microphones, and other presentation tools
  • Experience with computer software such as Microsoft Office, Google Apps, FileMaker, social media, graphic design software (or similar)

Preferred Qualifications:

  • At least three years of experience in venue rentals or event planning
  • Supervisory experience

Required License or Certification:


Valid NC Driver's License required:


Commercial Driver's License Required?:


Job Open Date:


Earliest Close Date---- (Positions will be posted until 5:00 PM ET on this date. Positions remaining posted after this date are still accepting applications but may close at any time.):


Special Instructions:

Applicant Required Documents:

  • Cover Letter
  • Resume
  • Contact Information for three (3) professional references

Please make sure the work history listed on the application matches the work history provided on your resume.

Position Number:


Position Type:


Position Classification Band Title:

University Program Associate

Position Classification Band Level:


Position Classification Salary Range:

$31,200 - $56,545

Salary Grade Equivalency:


Alternate Option:

If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

Full Time Equivalent (FTE) (1.0 = 40 hours/week):



12 Month Recurring

Mandatory Designation - Adverse Weather:

Non Mandatory - Adverse Weather

Mandatory Designation - Emergency Events:

Non Mandatory - Emergency Event

Time Limited Position:


Is this position partially or fully funded on ARRA stimulus monies?:


Department Id:

111503 - Horticulture - JC Raulston Arboretum


NC State University is an equal opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, gender identity, age, sexual orientation, genetic information, status as an individual with a disability, or status as a protected veteran.

If you have general questions about the application process, you may contact Human Resources at (919) 515-2135 or [email protected] Individuals with disabilities requiring disability-related accommodations in the application and interview process, please call 919-515-3148.

Final candidates are subject to criminal & sex offender background checks. Some vacancies also require credit or motor vehicle checks. Degree(s) must be obtained prior to start date in order to meet qualifications and receive credit.

NC State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.


NC State: Think and Do

NC State was founded with a purpose: to create economic, societal and intellectual prosperity for the people of North Carolina and the country. We began as a land-grant institution teaching the agricultural and mechanical arts. Today, we're a pre-eminent research enterprise with 12 colleges excelling in all major academic fields.

NC State studentsOur 34,000 high-performing students take what they learn in the classroom and apply it in the real world by conducting research, working in internships and co-ops, and performing acts of world-changing service. That experiential education ensures that they leave here ready to lead the workforce. NC State's 13:1 student-faculty ratio is one of the reasons why we're the best college for your money in North Carolina (Money) and the No. 5 best value among public universities nationally (U.S. News & World Report).

Overcoming Challenges, Improving Lives

NC State is one of only two universities in the nation leading two National Science Foundation Engineering Research Centers — one developing wearable, self-powered health monitors, and the other researching smart-grid technology. We’re also leading interdisciplinary efforts to curb nuclear proliferation, help farmers confront climate change and build a new American manufacturing sector.

Our research doesn't just get published in a journal or sit on a shelf; it makes an impact. NC State is No. 6 nationwide in commercialization agreements based on university research, and we're No. 2 among universities without a medical school. Our Cooperative Extension Service provides research-based information to citizens in all 100 North Carolina counties. In addition, our industrial extension unit — Industry Expansion Solutions — has created an economic benefit for the state's manufacturers averaging $149 million per year since 2005.

Bright Minds Creating a Bold Future

NC State’s 9,000 faculty and staff are world leaders in their fields, bridging the divides between academic disciplines and training high-caliber students to meet tomorrow’s challenges. NC State students won two Goldwater scholarships, five Fulbright scholarships, one Churchill scholarship and a record-breaking 25 National Science Foundation graduate research fellowships in the 2016-2017 academic year. In addition, 25 faculty are members of the National Academies.

NC State bldg in darkOur Centennial Campus, an award-winning public-private research campus, is home to more than 70 partner organizations working alongside more than 70 NC State research and academic units. Centennial is also the location of the innovative Hunt Library, which Time magazine has dubbed “the library of the future.”

In Raleigh and Around the World

It all happens in one of the best cities in America. A top spot for job-seekers and tech professionals, Raleigh is nationally recognized as a leading urban center:

NC State building oldWith Durham and Chapel Hill, Raleigh anchors the Research Triangle, a national hotspot for high-tech enterprise. The top companies in the region — including IBM, Cisco Systems, SAS Institute, Biogen Idec and GlaxoSmithKline — are among the country’s best employers. They also lead the way in hiring new NC State graduates.

More than 130 years after its creation, NC State continues to make its founding purpose a reality. Every day, our career-ready graduates and world-leading faculty make the fruits of learning and discovery available to people across the state, throughout the nation and around the world.

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