Part Time - Community Rentals & Event - Liaison

Penn State University

2d•Onsite

About The Position

Penn State Brandywine is seeking a detail-oriented, customer-focused staff member (20-24 hours per week-12 months a year) to support external facility rentals and internal space-use requests. This part-time opportunity supports campus operations and community engagement by coordinating space reservations, assisting with event planning needs. This role requires regular on-campus presence and interaction with both campus and community stakeholders and serving as a key point of contact for both internal and external stakeholders. The ideal candidate is organized, responsive, and comfortable working collaboratively across campus departments while providing excellent customer service to community partners.

Requirements

Prior experience in customer service, event coordination, facilities support, or administrative roles.
Strong communication and interpersonal skills, with the ability to represent the campus professionally.
Excellent organizational skills and strong attention to detail.
Ability to manage multiple priorities and meet deadlines in a collaborative environment.
Comfort working with individuals from diverse backgrounds and across various campus departments.
Familiarity with scheduling or reservation systems.
Proficiency with standard office software and basic website content updates.
Availability to work occasional evening or weekend hours based on rental activity and campus events.
May require the ability to work in an outdoor environment in adverse weather conditions including extreme heat and cold.

Responsibilities

Serve as the primary point of contact for external facility rental inquiries from community organizations, businesses, and individuals.
Respond promptly and professionally to inquiries regarding facility availability, pricing, policies, and space suitability.
Conduct in-person or virtual tours of campus facilities for prospective rental clients, as needed.
Prepare facility rental agreements and required documentation in coordination with campus units and Risk Management.
Assist with maintaining and updating the facility rental website, ensuring accurate information, forms, and photos.
Coordinate the intake, review, and processing of internal space-use requests from faculty, staff, and student organizations.
Ensure requests align with campus policies and scheduling guidelines.
Monitor the campus reservation system to maintain accurate schedules and prevent space conflicts.
Coordinate logistical needs with campus partners such as Police Services, Maintenance & Operations, IT, and Food Services.
Maintain organized records of rental agreements, approvals, and related documentation.
Assist with tracking facility usage and preparing basic reports, as requested.
Coordinate rental billing and assist with tracking revenue, deposits, payments, and related financial documentation.
Communicate clearly and consistently with internal and external stakeholders regarding timelines, requirements, and updates.
Provide feedback and suggestions to campus partners to help improve rental processes and customer experience.