Job Description

Southwestern Community College District (SWCCD) is committed to meeting the educational goals of its students in an inclusive environment that promotes intellectual growth and develops human potential. We are the leader in equitable education that transforms the lives of students and communities.

SWCCD employees are collegial and collaborative. They demonstrate the highest degree of professionalism, integrity and respect when interacting with students, colleagues, leadership and members of the Jaguar community. Our employees actively honor and respect diversity to foster a safe and welcoming community where all are inspired to participate and realize a sense of belonging.

Incumbents exhibit an equity-minded focus, responsiveness, and sensitivity to and understanding of the diverse academic, socioeconomic, cultural, gender identity, sexual orientation, and ethnic backgrounds of community college students, and employees, including those with physical or learning disabilities, and successfully foster and support an inclusive educational and employment environment.

Description

SUMMARY DESCRIPTION

Under the direction of the Vice President for Business & Financial Affairs, oversee, plan, organize, coordinate, and review the services, activities, and operations of the Districts Civic Center Facilities Leasing program as they relate to the leasing of facilities for special events and other activities not included in the academic schedule at the District; and coordinate assigned services and activities with a variety of organizations including community groups, school districts, private organizations, Southwestern College Schools and Departments, on-campus student organizations, and State, Federal, and local agencies.

DISTINGUISHING CHARACTERISTICS

The Coordinator, Civic Center Leasing is distinguished from the Assistant Coordinator, Civic Center Leasing by the scope of assigned duties and the independence with which each functions. The Coordinator level is expected to be fully knowledgeable about the Civic Center Leasing program and related District policies and procedures. The Coordinator level has primary responsibility for interacting and negotiating with external organizations and overall responsibility for the leasing program. Positions within this class are expected to train and provide lead direction as needed to the Assistant Coordinator, Civic Center Leasing, although employees in the latter classification are expected to perform duties with increasing independence as program knowledge increases.

Qualifications

EDUCATION AND EXPERIENCE

Any combination equivalent to: graduation from high school supplemented two (2) years of college level course work in business or a related field AND Five (5) years of increasingly responsible experience in the coordination and scheduling of special events. One year of experience is equal to 12 months of experience at 40 hours per week. Applicable part-time experience will be converted to the full-time equivalent for purposes of meeting the experience requirement. If specifically referenced (i.e. degree 'or equivalent'), related experience that is above the minimum requirement may be substituted for education on a year for year basis. Additional assessment is required for applicants with foreign degrees from colleges or universities outside of the United States. Applicants must have their coursework evaluated by a professional association that is a member of the National Association of Credential Evaluation Services (NACES) and must submit a copy of the evaluation with the application.

LICENSE OR CERTIFICATE

Valid California drivers license and a safe driving record.

KNOWLEDGE AND ABILITIES

Knowledge of: Operations, services, and activities of a facilities leasing program. Policies and procedures related to the work unit. Event planning protocol and procedures including fee structures, facility scheduling, and industry standards including assessment of safety and risk management logistics. Pertinent Federal, State, and local codes, laws, regulations, and policies including applicable sections of the State Education Code. Contract development and administration terminology, principles, and practices. Bookkeeping principles, practices, and procedures including those used in billing and invoicing. Principles and techniques of marketing and advertising. Complex record keeping principles and practices and inter-related filing systems.

Ability to: Plan, organize, and coordinate assigned services and operations of the CCFL program in compliance with District policies and procedures. Manage multiple projects and work assignments that are detail oriented and time sensitive. Review and proof work orders and event setup details for accuracy, completeness, and compliance with applicable District and Department rules and regulations. Plan, schedule, and attend meetings to evaluate and consult on special events. Participate in budget preparation and administration; monitor and maintain the CCFL budget. Provide high level customer service; exercise judgment, diplomacy, and discretion in handling matters of a sensitive nature. Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. Understand, interpret, apply, and explain applicable rules, regulations, policies, and procedures and apply them with good judgment. Select, train, and supervise assigned personnel. Prepare a variety of reports and correspondence related to area of assignment.

JOB DESCRIPTION: Coordinator, Civic Center Leasing

Duties

ESSENTIAL DUTIES

1. Lead and oversee the day-to-day activities of the Districts Civic Center Facilities Leasing (CCFL) program; plan, organize, coordinate, and oversee the services, activities, and operations provided by the Districts CCFL program including facility leasing for special events, college workshops, short-term classes, and other events; lease facilities to raise revenues for the District.
2. Serve as liaison to and negotiate with potential internal and external clients; schedule and coordinate appointments, tours, and visits to venue and event spaces; explain District policies, fees, regulations, and deadlines as well as Ed Code articles and regulations; provide advice and assistance pertaining to facility availability, appropriateness, set up, and equipment needs; assess facility and excess fees for each event requested using designated guidelines.
3. Serve as leasing contract advisor for the facilities and leasing area; prepare contracts, subcontract agreements, co-sponsorship agreements, invoices, hold harmless agreements, and other necessary contractual paperwork; compile and maintain audit-ready contract files; gather information for each project including insurance certificates, agreements, contracts, forms, and payments in compliance with the regulations, procedures, and timelines.
4. Coordinate all special events/activities with staff and faculty from Southwestern College Schools and Departments, Student Organizations/Clubs, and outside agencies/organizations; meet with clients, as well as with Southwestern College staff, faculty, and students to coordinate their events and programs; disseminate event information to Community Relations Public Information Officer for press releases and District department use.
5. Determine needs and create work orders for each event requiring special room layout, furniture, lighting, air conditioning or heating, computer and audiovisual equipment, public address equipment, and other items; coordinate with maintenance, custodial, multi-media services, College police, and other departments on event planning; oversee, instruct, direct and inspect staff on event setups; coordinate and monitor event timelines and ensure deadlines are met.
6. Secure, coordinate, and oversee staff for facilities leasing special events; select, train, and provide direct supervision of personnel assigned duties under the CCFL program; determine and assign or contract staffing for events to include custodians, set up technicians, security, lifeguards, theater personnel, and facility aides; review and process timesheets for event staff; prepare timesheets for budget signature and payment according to District guidelines.
7. Establish, organize, maintain, and update facilities database systems as well as District calendars and schedules related to facilities venues; maintain account of District facility availability; submit for on-line viewing; distribute calendar to appropriate Southwestern College Schools, departments, nearby businesses, and other District employees as required.
8. Communicate and meet with vendors to collect all local and state documentation in relation to vendor sales and Insurance Certification verification; negotiate vendor contracts and secure signatures deeming vendor as authorized by the District.
9. Monitor and maintain all CCFL accounts receivables; track all accounts to ensure accounts are paid current; collect single and monthly payments for one-time and long-term event contracts; prepare checks for deposit in accordance with established District processes; collect cash and process credit card information for event payment; prepare and distribute payment notices as well as delinquent fee reminders; proceed with collection of payment procedures when necessary.
10. Monitor, maintain, and participate in the administration of assigned budget; recommend funds needed for staffing, equipment, materials, supplies, and expenditures; prepare requisitions; verify and prepare internal invoices for payment or budget transfer; track and update invoicing as needed to ensure account is paid/closed.

Supplemental Information

SALARY SCHEDULE: Classified Bargaining Units

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

This is a non-telecommuting position. Environment: Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor; possible exposure to dissatisfied individuals. Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information. Vision: See in the normal visual range with or without correction. Hearing: Hear in the normal audio range with or without correction.