What are the responsibilities and job description for the Specialist, Facilities Reservation position at Mesa County Valley School District 51?
- Facility Scheduling and Event Coordination
- Serve as the district’s primary contact for facility use requests, providing guidance on availability, rental policies, and procedures.
- Manage the full scheduling process for all district facilities, troubleshooting issues and ensuring efficient operations.
- Review, approve, and manage bookings through the district’s facility management software.
- Monitor the scheduling dashboard to ensure timely and accurate processing of rental requests.
- Resolve scheduling conflicts, process cancellations, and update facility schedules as needed.
- Facility Management Software and Training
- Develop and maintain standard operating procedures (SOPs) for facility use, rental policies, and scheduling workflows.
- Train and assist staff, administrators, and external users on facility management software, rental procedures, and best practices.
- Manage user access, adding and updating district users as necessary.
- Maintain accurate records of facility usage, tracking trends and generating reports as requested.
- Financial and Contract Management
- Ensure rental fees align with district policies, working with the facility management software to calculate and collect payments.
- Generate reports and track key metrics such as facility utilization rates, event revenue, and operational costs.
- Coordinate with department service providers such as custodial and nutrition services departments to ensure accurate billing for rental-related service hours.
- Communicate with renters about insurance requirements, upcoming events, and outstanding fees to prevent scheduling disruptions.
- Logistics and On-Site Support
- Coordinate with custodial, safety & security, maintenance, and IT teams to ensure proper event setup and on-site support.
- Work with HVAC and energy management teams to adjust heating/cooling based on event schedules.
- Address facility concerns, conflicts, or issues promptly, troubleshooting solutions as needed.
- Schedule building walkthrough with renters to confirm space suitability and requirements.
- Ensure all events comply with district safety protocols, security measures, and ADA accessibility requirements.
- Other Duties
- Additional tasks, duties, and responsibilities may be assigned as needed/requested.
- High school diploma or equivalent required
- Minimum two years’ experience in office management, scheduling, or facilities coordination required
- Experience with spreadsheet software like Google Sheets or Microsoft Excel required
- Experience with Facilitron or other facility scheduling software preferred
- Bachelor’s degree in Accounting, Finance, Business Administration preferred
- Experience in managing scheduling systems and coordinating large-scale events preferred
- Criminal background check required for hire
- Valid Colorado driver’s license or valid Colorado identification required
- Strong understanding of facility scheduling, event coordination, and space management in a large organization
- Familiarity with district policies, rental agreements, safety regulations, and insurance requirements for facility use
- Knowledge of financial processes, including invoicing, fee collection, and budget tracking
- Knowledge of District’s Facility Management software within 3 months of hire
- Ability to be adaptable and flexible with collaborative critical thinking and problem-solving capabilities
- Clear and effective written and verbal communication skills
- Strong customer service skills, with the ability to provide support in a professional and approachable manner
- Commitment to handling sensitive and confidential information with the highest ethical standards
- Strong interpersonal skills to collaborate with staff and various stakeholders
- Ability to lead, communicate, interact and work effectively and cooperatively with people from diverse ethnic and educational backgrounds
- Ability to follow applicable federal, state, local laws and Board of Education policies, in addition to building and department procedures
- Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment and report unsafe conditions to the appropriate administrator
- Basic data entry, bookkeeping, and basic math skills
- Ability to work independently as needed with minimal direction and/or supervision
- Ability to manage multiple priorities and frequent interruptions in a timely manner
- Ability to use de-escalation skills to diffuse and manage stressful and fluid situations
JobID: 11542
Position Type:
Administrative Support Staff
Administrative Support Staff
Date Posted:
4/15/2025
4/15/2025
Location:
Administration Compound
Administration Compound
Date Available:
2024-25
2024-25
Closing Date:
06/30/2025
Job Title: Specialist, Facilities Reservation06/30/2025
Pay Program: Support Staff, Non-Exempt
Pay Range: Range 14 $25.04 - $27.88
Work Year: 260 Days / 8 Hours (Year-Round)
Reports to: Energy and Resource Conservation Manager
Direct Reports: This position has no supervisory responsibilities.
Summary:
Operating under the general supervision of the Energy and Resource Conservation Manager, this position manages district facility use, ensuring efficient scheduling, logistics, and compliance with policies. This role serves as the primary contact for facility rentals, assisting users with bookings, rental agreements, and payments while maintaining accurate records in the facility management system. Working closely with district staff, community and service providers, this position arranges event logistics, including custodial, security, IT, and HVAC support. This position also trains staff on facility software, resolves scheduling conflicts, and tracks facility usage.
Essential Responsibilities - To perform this job successfully, an individual must be able to perform each essential responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequency of responsibility, percent of time and work year may vary based on department or building assignment.
Job Tasks Description
Education and Experience
Acceptable demonstration of acceptable education and/or experience will be at the sole discretion of the District.
Licenses, Registrations or Certifications
Knowledge, Skills and Abilities
Salary & Benefits:
View all salary schedules for the current school year at: https://www.d51schools.org/departments111/human-resources/salary-schedules
Information regarding D51 Benefits can be found here: https://www.d51schools.org/departments111/human-resources/employee-benefits
Salary : $25 - $28
