Tollgate Rental & Administrative Coord. — Project/Event Coordinator

MSU Internal Job Postings Details•Novi, MI

About The Position

Michigan State University Extension is committed to fostering a welcoming and collaborative environment, which requires all staff to contribute toward a vision for success regardless of title or position within the organization. We strive to create a positive culture, access to resources, and a sense of belonging for staff, partners, and programming participants. This means that all staff at MSU Extension are dedicated to the following: We work together to ensure that programming is available to all audiences, creates meaningful and positive impacts for participants, and demonstrates partnership and collaboration across communities. We understand that a welcoming and respectful environment is built through the efforts of everyone. We foster an environment that welcomes a broad range of perspectives and experiences, ensuring that all individuals have the opportunity to contribute and thrive. We ensure that every team member is prepared with the skills and resources to contribute to our welcoming and supportive culture. We foster an environment that values a range of perspectives, skills, and experiences by working to ensure access to programming for communities. We commit to continuous learning and engagement to better serve Michigan residents and meet the evolving needs of communities. We recognize that broad accessibility and collaboration are essential elements of our work and are vital to organizational and programmatic success . We embrace a culture of understanding, coaching, and feedback toward achieving a vision of success for the entire organization and its staff. Together we will achieve success, and we commit to these goals in our work, continued education, and ongoing efforts. POSITION SUMMARY MSU Extension helps people improve their lives by bringing the vast knowledge resources of MSU directly to individuals, communities, and businesses. As part of MSU Extension, MSU Tollgate Farm and Education Center serves as a MSU Extension outreach and educational resource, helping to build awareness for community food systems and sustainable agriculture, particularly with various audiences across Southeastern Michigan. The on-site Conference Center also functions as a full-service meeting facility ideal for business and family events. This position will plan, coordinate, oversee, and execute assigned research, service projects and/or large-scale special rentals and events. As the Rental and Administrative Coordinator, you will lead the coordination of rental events such as weddings, meetings, retreats, and community gatherings, serving as the primary point of contact for clients. In this role, you will provide tours, prepare contracts, and ensure all rental policies are communicated and followed. You will confirm client needs, manage bookings, and coordinate room and AV setups with staff to deliver seamless experiences. Additionally, you will oversee rental event setup, hospitality, and teardown, maintain inventory of supplies, and serve as an on-site host when needed to ensure safety, cleanliness, and readiness of facilities. Working closely with the Director, you will help establish rental rates, vendor agreements, and service contracts, while promoting the venue as a premier educational and event destination. In this role, you will also provide comprehensive administrative support, including drafting correspondence, maintaining office files and databases, and assisting with program registration and participant communication. You will process financial transactions, reconcile rental event invoice s, and support accurate accounting and reporting. Beyond day-to-day operations, you will contribute to rental event analysis, client relations hip building, and marketing efforts to strengthen community engagement. Through collaboration with staff, volunteers, vendors, and MSU departments, you will model a commitment to culture, access, and belonging while delivering exceptional customer service and operational excellence. This position will work from the MSU Extension Tollgate Farm and Education Center located in Novi, Michigan and is expected to work 26 hours a week with some weekends and evenings as determined by rentals and events. This position may be eligible to utilize a flexible work environment, however, there is an expectation to work from a MSU Extension County office. The needs, responsibilities, and opportunities of an individual’s position and office location drive the ability and amount of work-location flexibility. This is a part-time (65%), off-dated position funded for one year from the date of hire with possible extension contingent upon funding renewal.

Requirements

Knowledge equivalent to that which normally would be acquired by completing a four-year college degree program in Public Relations, Communications, Business, Hospitality or other related field.
One to three years of related and progressively more responsible or expansive work experience in a field related to the position, including rental and event coordination, planning, and managing special events.
Or an equivalent combination of education and experience.
Experience in database, spreadsheet, word processing, desktop publishing.
Position may require software specific to the operational activities of the employing unit such as Invoice Ninja, Cashnet, or Constant Contact.
This position requires or will require prior to the completion of the probationary period knowledge of basic personal computer terminology and operations, and the ability to use e-mail and the Internet.
Available to travel throughout Michigan.
Transportation is the responsibility of the employee.

Nice To Haves

Effective oral and written communication skills.
Experience with budgeting, invoicing, and financial record keeping.
Proficiency in Microsoft Office Suite, Google Workspace, and event/financial software.
Excellent organizational, communication, and interpersonal skills.
Ability to manage multiple priorities, meet deadlines, and work independently or as part of a team.
Serve Safe certification (or ability to obtain within 3 months).
Strong problem-solving and customer service skills.

Responsibilities

Develops, plans, coordinates, and manages assigned projects/events.
Maintains records of assigned projects, functions, and events.
Assists with project/event budget development and monitors, analyzes, and reconciles related records.
Conducts research on assigned projects/events and for the development of new projects.
Recruits, hires, schedules, trains, and supervises student, on-call, and temporary employees, and volunteers for projects/events and related activities in order to ensure high quality service.
Monitors contracts and agreements in order to ensure that all provisions are met.
Coordinates, evaluates, and prepares reports on project/event activities.
Oversees the preparation of project/event related publications.
Maintains health and safety standards in order to ensure compliance with University, State, and Federal rules and regulations.
Maintains inventory levels and orders supplies, as necessary.
Acts as liaison between vendors and users in order to obtain requested project/event materials.