Coordinator II: Program Coordinator (Facilities Use Rentals)

Colorado Springs School District 11 • Colorado Springs, CO

1d • Onsite

About The Position

As the Coordinator II – Facilities Use & Rentals, you’ll play an important role in connecting our schools and facilities with the community while helping ensure District resources are used effectively and responsibly. This position combines customer service, coordination, problem-solving, and procurement support, giving you the opportunity to work with schools, departments, community partners, and vendors across the District. You’ll enjoy this role if you like building relationships, keeping complex processes organized, and finding solutions that balance customer needs with District policies and operational priorities. From coordinating facility rentals and agreements to supporting procurement processes, your work will directly contribute to efficient District operations and positive experiences for both internal and external customers. Most importantly, you’ll be part of a collaborative team where your attention to detail, initiative, and ability to make things happen will have a visible impact throughout Colorado Springs School District 11.

The Coordinator II: Program Coordinator position manages the coordination and implementation of district programs or services within a defined functional area. This role ensures programs operate effectively, comply with district policies, and meet established goals. This position also applies specialized knowledge within their department and exercises independent judgment when managing program operations. Specifically, the Coordinator II: Facility Use Rentals position manages and coordinates the operational administration of the District’s facility use rental program and related use agreements, ensuring efficient scheduling, quality customer service, regulatory compliance, and effective utilization of District facilities. This position serves as the lead administrator for community and partner access to District buildings, fields, and venues by coordinating day-to-day scheduling, reviewing and approving routine facility use requests, evaluating non-routine requests, and preparing and administering facility rental agreements, use permits, memorandums of understanding, partnership agreements, and related documents using approved standards. The position works collaboratively with school leaders, custodial services, security, athletics, transportation, finance, and external organizations to support safe, equitable, and efficient use of District facilities while maximizing revenue opportunities and maintaining alignment with District policies and priorities. Responsibilities include coordinating facility use agreements for before- and after-school childcare providers, school-sponsored events, venue rentals, approved student support partnerships, and assisting school-based administrators with field trip vendor agreements, transportation arrangements, and related operational contracts. This role independently coordinates complex scheduling, monitors facility calendars to maximize utilization and minimize conflicts, resolves scheduling disputes, user concerns, contract issues, and operational challenges using sound judgment and established guidelines. This position monitors rental revenues, invoices, deposits, payroll-related event staffing charges, and expenditures; reconciles rental activity records; prepares financial and utilization reports; and assists in forecasting annual rental activity, revenue trends, and operational needs. In addition, the position provides technical guidance and work direction to clerical, event, or temporary support staff assigned to rental operations; develops procedures, user guides, communication materials, and training resources for school staff and facility users; recommends updates to rental processes, fee structures, workflows, and customer service practices to improve efficiency and program effectiveness; maintains official records for agreements, insurance certificates, payments, correspondence, and compliance documentation; supports emergency schedule changes and special events; and participates in strategic projects and other related duties as assigned.

Requirements

• Bachelor’s degree or equivalent work experience in business administration, data management, education, or a related field. A combination of education, experience, and training that demonstrates the ability to perform the duties of the position will be considered as a substitute for a degree.
• Minimum of three (3) years of experience supporting program operations, data management, or administrative processes.
• Experience working in a K–12 school district or educational environment.
• Experience generating reports and analyzing data for accuracy and completeness.
• Experience training or supporting staff on procedures or systems.
• Applicants must be legally authorized to work in the United States.

Nice To Haves

• Knowledge of Basic data management practices and student information systems.
• Knowledge of District policies and procedures related to department (Enrollment, Procurement, Finance, Human Resources)
• Knowledge of Data reporting and documentation practices used in educational environments.
• Skills in Organizing and coordinating multiple processes and tasks simultaneously.
• Skills in Analyzing data using spreadsheets or reporting tools.
• Skills in Communicating clearly with staff and stakeholders in both written and verbal formats.
• Skills in Providing customer service and support to school staff and families.
• Skills in Using common office software and data systems.
• Ability to Maintain accurate records and documentation.
• Ability to Interpret and apply enrollment procedures and guidelines.
• Ability to Collaborate effectively with staff across schools and district departments.
• Ability to Manage multiple deadlines and priorities in a fast-paced environment.
• Ability to Maintain confidentiality when handling sensitive student information.

Responsibilities

• Coordinate program activities and initiatives aligned with department goals.
• Monitor program progress and ensure timelines and deliverables are met.
• Maintain procedures and systems that support effective program delivery.
• Identify operational challenges and recommend solutions.
• Analyze program data to monitor progress and performance.
• Prepare reports for department leadership.
• Serve as a liaison between departments, schools, and program participants.
• Support communication of program expectations and updates.
• Perform other related duties as assigned to support departmental and district priorities.

Benefits

• Non-Recurring Pay: 8% of base salary in Non-Recurring Pay (distributed as 4% on November paycheck and 4% on May paycheck).
• Professional Development Fund (PDF): __EXEC Pro employees will be allocated $1,500 annually towards a Professional Development Fund (PDF) to be used for professional growth opportunities. Amount allocated will be prorated based upon date and length of hire.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level