Facility Reservation and Member Services Coordinator

The Facility & Member Services Coordinator is responsible for the effective day-to-day supervision and implementation of facility reservations, member services for Campus Recreation, and facility services for the SouthREC location. Specific responsibilities for this position include oversight of departmental reservations, member services and follow-ups, equipment checkout inventory and processes, managing event monitor staff, locker management, and pertinent operation support services. This position recommends strategies and adapts to meet changing market conditions to ensure maximum profitability and volume of facility rentals and memberships based on usage and 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 the department's recreation software. This position assists in developing training and giving feedback to staff who work for SouthREC facilities. This position must be available to work evening and weekend hours as required. Traditional work hours may fall between 10am-7pm. The position also requires the representation of the Department of Campus Recreation in a fair, consistent, cooperative and positive manner in accordance with department and University policy. The Facility Reservation & Member Services Coordinator reports to the Assistant Director, Facility Operations and 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; retirement plans; access to UA recreation and cultural activities; and more!

Facility Reservations

• Sells facility rentals and memberships through website intake forms, group presentations, and on-site event walk-throughs
• Familiarizes users with related rules and regulations, including rates and pricing
• Responds to inquiries regarding rental guidelines, membership inquiries, locker requests, member follow-ups, costs, services and facilities; negotiates, prepares, reviews, and administers rental contracts and MOUs with supervisor
• Consults with Contracting and Procurement as required for contracts, membership agreements, and/or issues
• Obtains all necessary certificates of insurance, contracts, and agreements; prepares invoices and related documents
• Supervises the establishment and maintenance of rental event records; writes or oversees the writing of reports as needed to provide statistical and other information regarding events
• Work closely with University of Arizona departments and external clientele to assist in the reservation and logistical planning of events
• Works directly with internal Campus Recreation staff to communicate rental calendar and obtains information regarding space availability

Facility and Member Services

• Provide excellent customer service to all visitors, students, staff, and faculty
• Assist with the supervision of the member services and equipment checkout desk activities including welcoming patrons, providing current Campus Recreation amenity information, processing membership transactions, and equipment management
• Provide oversight for effective operations of registration services and sales, financial reconciliation, and all other payment processing
• Implement strategies to maximize facility participation
• Conducts efforts to increase awareness and visibility of the facilities and member services
• Request and implement marketing communication for members (flyers, social media, website, email communication, appreciation promotions, closure notification etc.)
• Develops and maintains relationships with Campus Recreation, the University of Arizona, and Tucson community as necessary to achieve program success, collaborations, and partnerships
• Management of inventory, ordering, restocking, and fees associated from equipment checkout/pro-shop

Staff and Program Development

• Staff supervision includes the hiring, training, scheduling, performance feedback, evaluations, payroll, and disciplinary processes for reservation and event staff
• Assists with training and delivering feedback to all SouthREC facilities student staff related to equipment checkout and front desk sales
• 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 department guidelines

Administration

• Assists with the annual budget submission and provides financial supervision necessary to achieve budget targets for both expense and revenue.
• Provides ongoing, semester and annual updates on pertinent measures of success, including participation, assessment data, financial status, and area happenings
• Remains current on best practices in the rental industry including health codes, fire codes, permits and emergency responses
• 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.

• Bachelor's degree or equivalent advanced learning attained through professional level experience required.
• Minimum of 3 years of related work experience or equivalent combination of education and work experience required.

• Master's degree preferred.