DEFINITION

Under general direction of area Supervisor, the Campus Use Specialist will coordinate functions of the Campus Use Office; perform work of a specialized nature to reserve facilities for specific uses; provide timely and accurate information on a variety of College procedures as required; perform a wide variety of duties including insuring delivery of an exceptional level of customer service; perform clerical and bookkeeping duties; work with Supervisor to develop marketing and promotional materials; and provide support for private events, classes, programming and College Administration/Management.

REPRESENTATIVE DUTIES (ILLUSTRATIVE ONLY):

Prepares with accuracy Permits-To-Use College Property and Clearing House reservations for students, school personnel and off-campus organizations and groups.
Arranges for coverage of the office including training college assistants and student workers. Provides training and direction to hourly unclassified staff.
Reviews and verifies timekeeping for hourly unclassified employees in the absence of the Supervisor.
Verifies a variety of room reservation forms and documents for completeness, accuracy, and conformance with established regulations and procedures. Oversees the collection and verification of event requirements and the communication of client needs to staff. Conducts pre-event and post-event meetings with clients and staff as needed.
Coordinates with all departments to establish priorities for use of facilities and to review and settle intracollege facilities use problems.
Works collaboratively with co-workers, contractors, volunteers and the public to provide a seamless delivery of services.
Reviews facility use problems and makes policy and procedural recommendations in support of College goals; resolves difficult complaints and issues, as required.
Provides information according to established policies.
Assists in revising and updating the Facilities Coordination book of rules, regulations and rates to fit District needs.
Supplies information about College methods and forms of procedures to other colleges upon request.
Responds to client and patron inquiries, conducts facility/room tours as needed and uses creative approaches to assist potential clients in achieving their desired goals.
Works collaboratively with meeting planners and professional associations to promote Pasadena City College as a prime destination for meetings and special events.
Works closely with event service vendor(s) and campus offices including, but not limited to food services, staging services, facilities, office services and Campus Police and Safety.
Coordinates with college offices and department staff regarding room set-ups and staffing levels for events.
Plans and facilitates weekly meetings with representatives from departments/offices involved in event coordination.
Provides rental rates, date availability, information on division policies and procedures, equipment and labor availability and event cost estimates. Ensures the maintenance and accuracy of the master booking calendars. Oversees the preparation of event permits, ensuring that booked events are under control. Oversees the receipt of rental deposits and insurance certificates.
Assists Supervisor in marketing and promoting College for meeting and special event rentals.
Works with Supervisor to monitor and maximize revenue generation.
At the request of the supervisor, performs a variety of unscheduled duties normally and traditionally performed by a Campus Use Specialist.

KNOWLEDGE OF:

The codes governing Civic Center Permits;
Education Code Sections 82537 – 82548 of the California Education Code Statures; and
Familiarity with campus facilities.

ABILITY TO:

Use tact, diplomacy and discretion in transactions with public, students and school personnel;
Work productively despite repeated interruptions;
Evaluate information;
Prepare standardized contracts and reports relating to the function of the office; and
Work independently and prioritize tasks with minimum of supervision;
Analyze situations and adopt effective courses of action;
Learn, interpret, and apply laws, rules, policies, and procedures.
Communicate effectively both orally and in writing.
Establish and maintain cooperative and effective working relationships with others.
Operate a computer and assigned office equipment.
Demonstrate clear evidence of sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of community college students, faculty, staff, and community.

EDUCATION AND EXPERIENCE:

Any combination equivalent to graduation from high school;
Three (3) years of increasingly responsible general clerical duties, including experience providing lead direction to other staff; and
Experience using a computerized room reservation system.

PHYSICAL ABILITIES

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; to operate a motor vehicle and to visit various District and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds with the use of proper equipment.

ENVIRONMENTAL ELEMENTS

Employee works in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employee may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

LEVEL OFSUPERVISION EXERCISED: None.

PROBATIONARY PERIOD: One year.

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Pasadena City College
1570 East Colorado Boulevard, Pasadena, CA 91106
(626) 585-7361 direct ⋅ (626) 525-7924 fax