Part Time - Community Rentals & Event - Liaison

Penn State University; United States; On-site; USD 21,000 - 30,000; 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 role (20-24 hours/week, 12 months) requires on-campus presence and interaction with campus and community stakeholders, serving as a key contact for internal and external partners.

The ideal candidate is organized, responsive, and collaborative across campus departments while delivering excellent customer service.

Qualifications

• Prior experience in customer service, event coordination, facilities support, or administrative roles.
• Strong communication and interpersonal skills.
• Excellent organizational skills and strong attention to detail.
• Ability to manage multiple priorities and meet deadlines in a collaborative environment.
• Familiarity with scheduling or reservation systems.
• Proficiency with standard office software and basic website content updates.
• Availability to work occasional evenings or weekends based on rental activity and campus events.
• May require the ability to work in an outdoor environment in adverse weather conditions including extreme heat and cold.

Responsibilities

• External Facility Rentals: primary contact for inquiries; respond about availability, pricing, policies, and space suitability; conduct tours; prepare rental agreements; maintain the rental website information.
• Internal Space-Use Requests: coordinate intake, review and processing; ensure alignment with campus policies and scheduling guidelines; monitor reservation system to prevent conflicts.
• Coordination and Administrative Support: coordinate logistics with Police Services, Maintenance & Operations, IT, and Food Services; maintain records; track usage and prepare basic reports; coordinate billing and revenue documentation; communicate timelines and updates; provide feedback to improve processes and customer experience.

Skills

Customer service

Event coordination

Facilities support

Administrative support

Communication

Organizational skills

Scheduling systems

Office software

Evenings & weekends

Job description

JOB DESCRIPTION AND POSITION REQUIREMENTS

Penn State Brandywine is seeking a detail-oriented, customer-focused staff member (20-24 hours per week-12 months a year) to support external facility rentals and internal space-use requests. This part-time opportunity supports campus operations and community engagement by coordinating space reservations, assisting with event planning needs. This role requires regular on-campus presence and interaction with both campus and community stakeholders and serving as a key point of contact for both internal and external stakeholders.

The ideal candidate is organized, responsive, and comfortable working collaboratively across campus departments while providing excellent customer service to community partners.

This role will report to the Chancellor or their designee.

External Facility Rentals

• 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.

Internal Space-Use Requests

• 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.

Coordination and Administrative Support

• 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.

Preferred 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.
• Availability to work occasional evening or weekend hours based on rental activity and campus events.
• May require the ability to work in an outdoor environment in adverse weather conditions including extreme heat and cold.

Schedule: Hours vary based on campus and rental needs; some evenings and weekends are required.

BACKGROUND CHECKS/CLEARANCES

Employment with the University will require successful completion of background check(s) in accordance with University policies.

CAMPUS SECURITY CRIME STATISTICS

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

EEO IS THE LAW

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.

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