OPS Harn Museum Event & Facility Rental Coordinator

University of Florida•Gainesville, FL

5d•Onsite

About The Position

This position is responsible for administering the facility rental program at the Harn Museum of Art. The coordinator will respond to rental inquiries, show rental spaces, and oversee all aspects of facility rentals, including staff supervision, contract preparation, and vendor coordination. The role also involves assisting clients with event planning, coordinating billing, and collaborating with internal departments and external organizations to market the museum as an event venue and expand the customer base. Additionally, the position will assist with training student hospitality staff.

Requirements

High school diploma and one year of relevant experience with facility rentals, event management, customer service or related field required
Ability to accommodate flexible schedule to include some nights and weekends

Nice To Haves

Bachelor's degree in an appropriate area
Superior public service skills, including planning, presenting public information, reception and orientation, events management, and coordination of support services
Excellent customer service skills
Highly detail oriented; adept at trafficking logistics and prioritizing workload between several projects
Ability to manage program financial elements
Demonstrated excellence in oral and written communication skills
Demonstrated administrative level experience with word processing, spreadsheet, and database applications, floor plan design, and event and space scheduling and calendaring
Excellent email and phone etiquette; ability to adapt to varying communication styles

Responsibilities

Responds to rental inquiries
Administers the rental program
Shows facility rental spaces to potential clients
Coordinates and oversees all facility rentals, including staff supervision, contract preparation, and coordination with vendors
Assists clients with event planning and implementation
Coordinates billing with the Harn Finance Department
Collaborates with the Harn Museum Building Maintenance & Security Supervisor to establish appropriate setups, security staffing, and custodial services to meet the needs of events
In collaboration with the Marketing and Public Relations Department, actively markets the Harn Museum of Art as a venue for events
Collaborates with university, local and regional organizations developing opportunities to expand the Harn’s customer base and increase revenues
Assists with the training of student hospitality staff