Campus Facilities Rental Coordinator

  • Foothill-De Anza Community College District
  • Los Altos Hills, CA, USA
  • Mar 10, 2020

Job Description

Campus Facilities Rental Coordinator


Posting #: 19-090


Campus: Foothill College


Close/Initial Review Date:



Starting Salary: $5,655.56 (per month) plus benefits; Salary Grade: C1-56

Full Salary Range: $5,655.56 - $7,583.60 (per month)

The Foothill-De Anza Community College District is currently accepting applications for the classified position above.



 This position is the first point of contact for the rental of college facilities including classrooms, gyms, athletic fields, and theatres. The position involves contact with the general public and coordination with campus personnel from various areas including athletics, custodial, campus police, and the scheduling office. This position will utilize OneDrive, Excel, Adobe, and 25Live daily to produce, log, and track contracts and schedule rental events. Marketing ability to maximize facility rental use as well as strong customer service skills are important requirements of this position. This position requires working evenings and weekends with a normal workweek of Thursday - Monday.


Under the direction of an assigned administrator, oversee and coordinate the non-academic use and rental of college facilities Serve as evening liaison between students, faculty and staff. Coordinate evening campus services and monitor campus off-site facilities use during assigned day/evening hours. Work with internal campus groups on the use of facilities.



Depending upon assignment, duties may include, but are not limited to, the following:

• Coordinate non-academic and academic facility rentals for campus facilities; develop and implement a marketing plan to promote rentals of college facilities.

• Advise and consult with individuals and organizations interested in contracting for the use of college facilities; prepare contracts and invoices for the use of the facilities.

• Research, identify and negotiate contracts for rental facilities; maintain contracts and fiscal records for facilities rentals; maintain and prepare audit trails.

• Identify, interview, hire, train and provide work direction to casual employees including contracted workers, TEAs and student employees. Coordinate with other college units to coordinate the necessary staffing for rental events.

• Coordinate campus evening services to provide quality educational opportunities and resources to evening students; monitor campus and off-campus facilities during assigned day and/or evening hours.

• Communicate with college divisions and departments to facilitate effective day, evening, and weekend activities; act as evening liaison to faculty, staff and students.

• Work with the assigned administrator to develop and monitor budget and use projections for facilities rentals.

• Coordinates the staff that oversees the set-up and operation of lighting and sound equipment and staging for events scheduled in designated facilities; schedule and coordinate related activities.

• Perform minor repairs and maintenance to equipment; refer major repairs to Plant Services or independent contractors as necessary; submit work orders to appropriate department.

• Order and maintain supplies and equipment; order technical equipment as necessary.

• Prepare and maintain a variety of files, records and reports, including attendance, facility usage, customer evaluation/satisfaction surveys and others.

• Coordinate with the various campus personnel to maintain campus rental website for general campus use.

• Maintain call list/callback list for evening personnel.

• Operate a computer and other assigned office equipment.

• Attend a variety of meetings as assigned.

• Perform related duties as assigned.


Knowledge of:

• Coordination and management techniques of budgets, contracts, activities, events, and personnel of college facilities rental as well as customer service.

• Theater operations including, equipment and materials used in the technical operations, theatre productions and theater facilities use.

• Operation and maintenance of specialized theatre production equipment.

• Community rental resources.

• Computers, database programs and excel.

• Techniques to increase rental usage i.e. marketing and publicity of facilities and educational programs and services.

• Record and book keeping techniques.

Ability to:

 • Coordinate the activities and operations of the College during weekend and evening hours.

• Serve as a liaison between students, faculty and staff and community.

• Consult with individuals and outside organizations regarding contracting the rental of college facilities.

• Communicate effectively both orally and in writing including making presentations.

• Interpret, apply and explain rules, regulations, policies and procedures.

• Prepare and maintain a variety of records and reports including budget/audit trails

• Operate and maintain specialized theatre production equipment.

• Establish and maintain cooperative and effective working relationships with others.

• Operate a computer and assigned software and office equipment.

• Analyze situations appropriately and adopt an effective course of action.

• Respond to campus community and external clients in a timely manner.

• Interpret and comply with technical requirements and applicable safety regulations.

• Meet schedules and time lines.

• Work independently with little direction.

• Plan and organize work; multitask.


• Understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff.

• Any combination equivalent to a Bachelor's degree in business administration, theatre arts, theatre management, facilities management or related field AND three (3) years increasingly responsible administrative experience in an educational or theatre environment.


• Possession of a valid California Driver's License.



• Office environment.

• Weekend, evening and variable hours.

• Constant interruptions.

Physical Abilities:


• Hearing and speaking to exchange information in person and on the telephone.

• Dexterity of hands and fingers to operate computer keyboard and various theatre equipment.

• Seeing to read various materials.

• Standing for extended periods of time.

• Reaching overhead, above the shoulders and horizontally.

• Climbing ladders to hang lighting fixtures and rigging.

• Bending at the waist, kneeling or crouching.

• Lifting, carrying, pushing or pulling objects up to 60 lbs.


• Working on ladders or scaffolding.


• A District on-line application on *In the application, you will provide information, which demonstrates your understanding of, sensitivity to, and respect for the diverse academic, socio-economic, ethnic, religious, and cultural backgrounds, disability, and sexual orientation of community college students, faculty and staff. Additionally, you will be asked to explain how your life experiences, studies or work have influenced your commitment to diversity, equity and inclusion.

• A cover letter addressing your qualifications for the position.

• A current resume of all work experience, formal education and training.

If any required application materials are omitted, the committee will not review your application. Items not required (including reference letters) will not be accepted. For full-consideration, all application packets must be received by 11:59 pm on the closing date.

Please allow yourself ample time to complete your application and resolve any technical difficulties that may arise with your submission. We do not guarantee a response to application questions within 48 hours of the closing date. You may also visit our “Applicant Information” to assist with technical difficulties at:


Position: Full-Time, Permanent, 12-months per year

Starting date: As soon as possible upon completion of the search process.

Work Schedule: Thursday - Monday

 Excellent benefits package which includes medical coverage for employee and eligible dependents, dental, vision care, employee assistance program, long term disability, retirement benefits and basic life insurance. For information on our benefits package that includes medical for employees and dependents, visit our web site:


Persons with disabilities who require reasonable accommodation to complete the employment process must notify Employment Services no later than the closing date of the announcement. The successful applicant will be required to provide proof of authorization to work in the U.S. All interviewing costs incurred by applicant are the responsibility of the applicant.


For more information about our application process contact:

Employment Services

Foothill-De Anza Community College District

12345 El Monte Road

Los Altos Hills, California 94022



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Deadline to Apply

Open Until Filled