Facilities & Reservations Specialist

Description To oversee and coordinate the rental and use of campus facilities for a variety of special events; and to perform a variety of administrative tasks in the coordination and scheduling of facilities.
Provides specialized office support, scheduling assistance, and general semi-technical assistance in the usage of the Delta Center for the Arts facilities on the Delta College campus.
Generally follows established procedures in performance of duties.
Assists technical and professional staff.
Performs other related duties as assigned.
SUPERVISION RECEIVED AND EXERCISED Receives direction from an assigned supervisor.
Oversees th work of lower level box office and theater employees.
Responsibilities and Duties Oversee and coordinate the rental and use of campus facilities for a variety of special events including classrooms, lounges, halls, quads and Delta Center for the Arts facilities following established procedures.
Provide information and assistance to users of facilities; explain rules and regulations of facility use; ensure that insurance is obtained for all special events.
Work directly with facility users to develop scheduling for theatre usage.
Meet with theatre users to develop plans for successful events.
Meet with staff, vendors, contractors, and community and industry representatives to obtain and provide needed information and determine special event needs.
Assist to set up facilities for meetings and events; reserve needed equipment and materials for facility use including chairs, tables and audio-visual equipment; ensure that caterers and other parties have adequate space and electricity.
Enters, modifies, and retrieves online data; sets-up and maintains a schedule and log of arts facility usage; sets-up and maintains a log of industry representatives, community groups, and other facility users.
Coordinate use of facilities with campus police, maintenance and grounds staff and audio-visual personnel; ensure all equipment is delivered for the use of a designated facility.
Serve as back up for office clerical staff, as requested.
Bill users of facilities for rental fees, equipment used or repairs needed as appropriate.
Assist to estimate costs of facility rental and usage.
Assist to develop and maintain facility use contracts.
Calculate fees from the box office and the production manager in creating invoice for billing.
Review a variety of documents including brochures, flyers and publications; prepare and edit the weekly master facilities rental and usage list and calendar; distribute as appropriate.
Assist box office personnel and other technical theatre staff in preparation and implementation of marketing, ticket sales, and event reports.
Work a flexible schedule including evenings and weekends as needed.
Perform related duties and responsibilities as required.
Qualifications Knowledge of: Principles and practices of office equipment and procedures including filing and record keeping.
Standard office machines and equipment; applicable computer applications and database systems.
Principles and practices of customer service.
Proper language mechanics including spelling, grammar, and punctuation.
Basic principles and methods of accounting Basic marketing skills and upselling techniques.
Applicable rules and regulations governing the use of District facilities.
Principles of public relations.
Standard office equipment including computers.
Ability to: Analyze and develop solutions to job related problems.
Set up facilities for events as requested by users.
Interpret, explain and ensure adherence to policies and procedures governing facility use.
Prepare clear and concise reports.
Follow directions and instruction.
Read and comprehend written material.
Establish and maintain effective working relationships with a wide variety of individuals including the general public, students, professional staff, and co-workers.
Maintain clear and concise records of facility usage.
Work a flexible schedule including evenings and weekends as needed.
Communicate clearly and concisely, orally and in writing.
Establish and maintain effective working relationships.
Sensitivity to and understanding of the diverse academic, socioeconomic, cultural, linguistic, ethnic backgrounds and disabilities of community college students and staff.
Use personal computer and job related software applications.
Sit for prolonged periods of time; extensive use of computer keyboard.
Education and Experience Requirements Education: Completion of the twelfth grade or equivalent.
Experience: Two (2) years of responsible customer service experience.
San Joaquin Delta College offers its employees a comprehensive fringe benefit package that includes health insurance, dental insurance, vision care, life insurance, and long-term disability.
This coverage is offered for the employee and their dependents.
Please note: Full-Time Employees - Participation in medical, dental and, vision is MANDATORY and employees may not opt out even if covered by other insurance.
Part-Time Employees - Employees are eligible to participate in medical, dental, and vision but must meet eligibility criteria and are responsible for 100% of the cost.
Benefits details can be found at: Employee Benefits PackageRetirement PlanRetirement information can be found at: San Joaquin Delta College - RetirementPaid Time OffThe District realizes the importance of creating a balance between work and personal life.
To work at the highest ability, employees need to take time away from their job for rest, recreation, and important personal matters.
To accommodate those needs, SJDC provides generous holiday and vacation schedules and sick time hours.
District HolidaysSan Joaquin Delta College - District HolidaysTuition Fee WaiverEmployees and their eligible dependents are eligible for tuition fee waivers for regular classes (not including community service classes) taken at Delta College.
EventsAll Athletic home events (excluding playoffs) are free to the public.