Facilities Rental Coordinator and Theater Manager

Prescott Unified School District 1; Prescott (AZ); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical Insurance

Life Insurance

Pension Plan

Generous PTO / Sick Leave

After-school opportunities

Job summary

Prescott Unified School District is seeking a Facilities Rental Coordinator and Theater Manager to oversee district-wide facility rentals, contracts, and billing, while coordinating with arts staff and site administrators. The role includes on-site supervision of events, custodial planning, and ensuring safety standards for theater operations.

Ideal candidates will manage calendars, communicate with stakeholders, and coordinate trained staff for sound and technical needs, ensuring smooth,

Responsibilities

• Facility Rental Operations & Administration: Serve as the primary point of contact for all facility rental inquiries, applications, approvals, and ongoing customer communications.
• Facility Rental Operations & Administration: Maintain and manage the district-wide facility rental calendar to ensure accurate scheduling and eliminate booking conflicts.
• Facility Rental Operations & Administration: Review, approve, or deny rental requests based on facility availability, operational feasibility, and staffing resources.
• Facility Rental Operations & Administration: Draft, prepare, process, and maintain facility use agreements, permits, and contracts while ensuring terms and conditions are communicated and strictly enforced.
• Financial Management & Billing: Calculate total rental fees, staffing costs, and operational charges including additional fees for required PUSD technical staff to ensure safe and effective facility use.
• Financial Management & Billing: Prepare and issue invoices, monitor collections, track outstanding balances, and ensure timely payment.
• Financial Management & Billing: Coordinate directly with the District Business Office to maintain accurate financial records and accounting for all rental activities.
• Fine Arts & Site Stakeholder Coordination: Collaborate and meet regularly with site administrators to align rental requests with school schedules and site-specific needs.
• Fine Arts & Site Stakeholder Coordination: Meet regularly with District Fine Arts staff (Instrumental, Choral, Drama) to review rehearsal, performance, and technical theater schedules, ensuring internal academic and fine arts programs maintain scheduling priority over outside rentals.
• On-Site Management & Event Supervision: Serve as the on-site District representative and provide facility access during evening and weekend events; remain on call during rental activities to handle immediate needs or emergencies.
• On-Site Management & Event Supervision: Arrange for post-event custodial coverage to ensure facilities are cleaned promptly following rental activities.
• On-Site Management & Event Supervision: Inspect facilities post-event to confirm the site was left in good order, assess any potential damages, and verify compliance with the rental agreement.
• Technical Theater Operations & Facility Upgrades: Enforce district policy that only trained PUSD staff operate District sound boards and technical theater equipment during outside rental events.
• Technical Theater Operations & Facility Upgrades: Coordinate and schedule trained PUSD staff to serve as required sound board operators for third-party facility rentals, incorporating the associated staffing fees into the rental agreement.
• Technical Theater Operations & Facility Upgrades: Manage sound boards and technical production systems for District-sponsored theater events.
• Technical Theater Operations & Facility Upgrades: Train designated District staff on the proper and safe operation of sound and audio equipment.
• Technical Theater Operations & Facility Upgrades: Regularly inspect and monitor the condition of physical theater assets (lighting, audio systems, stage equipment, seating, etc.) to ensure safety and function.
• Technical Theater Operations & Facility Upgrades: Recommend repairs, replacements, and facility upgrades to move District theater venues toward a professional stage and house presentation.

Job description

Facilities Rental Coordinator and Theater Manager JobID: 3002

• Position Type: Other
• Location: District Wide

Full Time, 12 month position

Benefits

• Medical Insurance valued at over $11,000per year. PUSD has numerous health insurance plans available. The District covers 100% of the employees insurance premiums with most plans. Some plans include cost sharing with PUSD. There is also an option to purchase insurance for dependents, at PUSD group rates.
• Life Insurance ($50,0000) with option to purchase additional for self and family
• Pension Plan with the Arizona State Retirement System: District matches employee contributions (Approximately 12%)
• Generous PTO / Sick Leave plan
• Opportunities for additional pay as an after-school club leader, coaching athletics, tutoring, etc. (all optional)

Requirements

• See attached Job Description for additional responsibilities and skills

Responsibilities

• Facility Rental Operations & Administration
  • Serve as the primary point of contact for all facility rental inquiries, applications, approvals, and ongoing customer communications.
  • Maintain and manage the district-wide facility rental calendar to ensure accurate scheduling and eliminate booking conflicts.
  • Review, approve, or deny rental requests based on facility availability, operational feasibility, and staffing resources.
  • Draft, prepare, process, and maintain facility use agreements, permits, and contracts while ensuring terms and conditions are communicated and strictly enforced.
• Financial Management & Billing
  • Calculate total rental fees, staffing costs, and operational charges including additional fees for required PUSD technical staff to ensure safe and effective facility use.
  • Prepare and issue invoices, monitor collections, track outstanding balances, and ensure timely payment.
  • Coordinate directly with the District Business Office to maintain accurate financial records and accounting for all rental activities.
• Fine Arts & Site Stakeholder Coordination
  • Collaborate and meet regularly with site administrators to align rental requests with school schedules and site-specific needs.
  • Meet regularly with District Fine Arts staff (Instrumental, Choral, Drama) to review rehearsal, performance, and technical theater schedules, ensuring internal academic and fine arts programs maintain scheduling priority over outside rentals.
• On-Site Management & Event Supervision
  • Serve as the on-site District representative and provide facility access during evening and weekend events; remain on call during rental activities to handle immediate needs or emergencies.
  • Arrange for post-event custodial coverage to ensure facilities are cleaned promptly following rental activities.
  • Inspect facilities post-event to confirm the site was left in good order, assess any potential damages, and verify compliance with the rental agreement.
• Technical Theater Operations & Facility Upgrades
  • Enforce district policy that only trained PUSD staff operate District sound boards and technical theater equipment during outside rental events.
  • Coordinate and schedule trained PUSD staff to serve as required sound board operators for third-party facility rentals, incorporating the associated staffing fees into the rental agreement.
  • Manage sound boards and technical production systems for District-sponsored theater events.
  • Train designated District staff on the proper and safe operation of sound and audio equipment.
  • Regularly inspect and monitor the condition of physical theater assets (lighting, audio systems, stage equipment, seating, etc.) to ensure safety and function.
  • Recommend repairs, replacements, and facility upgrades to move District theater venues toward a professional stage and house presentation.

Need Help?

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