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Coordinator, Facilities Rental

Lindenwood University
Missouri, United States
Salary Not Specified
Date posted
Dec 8, 2023

Job Details

Welcome to Career Opportunities at Lindenwood University. PLEASE READ: For all applications, please include your resume and cover letter. You may skip the “Quick Apply” page by simply clicking “Next” at the bottom of the page. When you arrive at the “Experience” page, you may upload all desired documents using the upload box labeled “Resume/CV.” This is the appropriate box to upload all documents.

Benefits of Being a Lindenwood Employee:
  • Upon hire, employer-paid tuition benefits for bachelor’s (employee, spouse, and dependent) and master’s degree programs (employee and spouse only).
  • Tuition discounts for doctoral programs (employee only).
  • Comprehensive benefits plan: medical, dental, vision, life insurance, disability insurance, and retirement options.
  • Paid holidays: MLK Jr. day, Good Friday, Memorial Day, Juneteenth, Independence Day, Labor Day, Thanksgiving break (Wednesday – Friday), and winter break (Dec. 23 – Jan. 1).
  • Free lunch Fridays: LU employees are eligible for a free meal on Fridays at the Evans Commons Dining Hall or Spellman Dining Hall; Chick-fil-A and Qdoba included.
  • Professional development opportunities through the Lindenwood Learning Academy .

Job Title: Coordinator, Facilities Rental

Division: Fiscal Affairs

Evaluation Group: Staff

FLSA Status: Exempt

Reports To: Director, Facilities

Positions Supervised: N/A

Job Summary

The coordinator, facilities rental is responsible for managing the use of facilities, grounds, and services for the University and outside organizations. This role also coordinates and oversees all summer camps.

Essential Job Functions and Performance Indicators

The intent of this job description is to provide a representation of the types of duties and level of responsibility that will be required of positions given this title. This job description shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.

Job Responsibilities and Execution
  • Manages approved facility rental contracts and all summer camps; coordinates related space and equipment, payment, catering, overnight accommodations, and setup/teardown needs
  • Enters and approves events through student organization management system
  • Oversees rental software and communicates rental costs and requirements to outside organizations, faculty, and staff
  • Assures all constituents understand and adhere to all contractual policies and procedures, as well as federal and state regulations
  • Provides correspondence related to facility use and equipment and capabilities
  • Collects proposals, contracts, and liability insurance from prospective internal and external users and obtains appropriate approvals
  • Assists in the implementation and organization of an automated work order system (FAMIS)
  • Operates computerized maintenance data management systems, conducts analytical reporting, implements software changes, conducts systems training, and oversees inventory
  • Generates various reports, including quantitative reports and reports used to determine preventative maintenance and future construction
  • Maintains weekly and monthly Facilities event/meeting calendar; updates Lindenwood’s website calendar with important dates
Service Excellence
  • Supports the mission of the University and serves as an ambassador of the Q2 culture of service excellence
  • Models, supports, and holds others accountable to the University’s values – integrity, dedication, excellence, creativity, and teamwork
  • Serves on University committees as appropriate
Communication, Teamwork, and Collaboration
  • Coordinates meetings as needed with various departments and staff, including Facilities, custodians, Public Safety, Food Service, and/or IT staff in relation to facility and grounds rental/event needs
  • Coordinates with Student Involvement regarding student organizations’ event requests and ensures adherence to all rules and guidelines
  • Contacts appropriate administrators to clarify event details and related questions in order to obtain approval
  • Trains Facilities and University staff on using FAMIS and follows up proactively to assist with related questions
  • Coordinates with various campus departments regarding logistics of proposed summer camps
  • Provides ongoing reports to University administrators regarding Facilities projects
  • Coordinates invoicing with the Operations department and Fiscal Affairs
  • Provides conflict resolution should issues arise regarding rental space or facility setup
Job may require other duties as assigned.

Required Qualifications – An equivalent combination of education, training, and experience will be considered. Additional requirements may be designated by position.
  • Bachelor’s degree
Knowledge, Skills, and Abilities – May be representative, but not all inclusive, of the knowledge, skills, and abilities necessary to perform this job competently.
  • Demonstrated ability to work effectively with individuals from diverse communities and cultures
  • Excellent collaborative and customer service skills
  • Ability to effectively resolve conflict
  • Ability to be a confident spokesperson
  • Excellent written and verbal communication skills
  • Strong commitment to staff professional development
  • Ability to establish and maintain effective relationships with and articulate expectations to the department, students, faculty, staff, and external constituents
  • Strong workplace integrity
  • Proficient computer skills, including working knowledge of online facility scheduling software (FAMIS) and student organization management software
  • Microsoft Office suite
Work Environment – Environmental or atmospheric conditions commonly associated with the performance of this job’s functions. Please click here to view Lindenwood University’s flexible work designation descriptions.
  • General office setting
  • Possible evening and weekend work
  • On-Ground (Non-Standard Flex)
Physical Abilities – The physical demands described below are representative of those that must be met by an employee to successfully perform this job’s essential functions. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
  • Ability to work effectively at a computer for up to eight hours daily
  • Ability to sit for extended periods of time
  • Regular attendance is a necessary and essential function
  • Ability to lift up to 25 pounds
  • Ability to walk campus facilities and grounds to collect data to input into work order system
Equal Opportunity Employer

Lindenwood University is an Equal Opportunity employer. The University complies with appropriate federal, state, and local laws and provides equal employment opportunities and access to educational programs without regard to race, color, religion, gender, age, sexual orientation, gender identity, national origin, veteran status, disability, or any other protected status to all qualified applicants and employees. Lindenwood University is committed to a policy of non-discrimination and dedicated to providing a positive discrimination-free educational work environment.


Lindenwood University

Founded in 1832, Lindenwood is a dynamic four-year institution dedicated to excellence in higher education. Our historic campus is situated in the heart of Saint Charles, Mo., a growing community of more than 65,000 just west of St. Louis.

Lindenwood University is known nationally and internationally for innovation, entrepreneurship, and extraordinary dedication to students. We believe that education is the way to personal freedom and responsibility, which are the keystones of any democracy. We have a heritage that dates back nearly 200 years. In that time, we have learned how to educate in a way that helps each student become an enlightened, principled citizen of a global community.

Lindenwood is an independent institution firmly rooted in Judeo-Christian values. Those values include belief in an ordered, purposeful universe, the dignity of work, the worth and integrity of the individual, the obligations and privileges of citizenship, and the primacy of truth.

Lindenwood is a great place to work, and we would love for you to join us as we strive daily to accomplish our University mission: REAL EXPERIENCE. REAL SUCCESS. Enhancing lives through quality education and professional preparatory experiences.

Lindenwood University is home to over 800 full- and part-time faculty and over 400 staff members that work together to provide more than 100 degree programs to students from every state and over 70 countries through values-centered education that lead to development of the whole person.

Our faculty, staff, and administration are committed to an integrative curriculum that focuses on the talents, interests, and future of our students. 

Lindenwood values its employees and provides MANY employee perks including great tuition benefits!

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