Campus Rentals & Events Coordinator

Penn State University; Media (Delaware County); On-site; USD 17,000 - 28,000; Part time

Job summary

Penn State Brandywine is seeking a detail-oriented, customer-focused staff member to support external facility rentals and internal space-use requests. This part-time, 20-24 hours/week role requires regular on-campus presence and interaction with campus and community stakeholders.

The position coordinates space reservations, assists with event planning, and serves as a point of contact for internal and external partners, reporting to the Chancellor or designee.

Qualifications

• 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.

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.

Skills

Customer service

Event coordination

Facilities support

Administrative roles

Communication

Organization

Multitasking

Scheduling systems

Microsoft Office

Website updates

Tools

Microsoft Office

Website CMS

Job description

Penn State Brandywine is seeking a detail-oriented, customer-focused staff member to support external facility rentals and internal space-use requests. This part-time, 20-24 hours/week role requires regular on-campus presence and interaction with campus and community stakeholders.

The position coordinates space reservations, assists with event planning, and serves as a point of contact for internal and external partners, reporting to the Chancellor or designee.