Facility Reservation Coordinator

The City of Irvine is seeking an individual to coordinate and manage reservation systems for use/rental of Community facilities and registration for Community Services classes and programs. The Facility Reservation Coordinator provides daily oversight of a busy Community Services front counter which provides public information on programs/services; assists individuals/groups with reserving City facilities for meetings/events as well as manages walk-in, mail-in, and computerized registration for a wide variety of Community Services classes and activities. This assignment requires an individual who is computer savvy, as a key responsibility of this position is to manage/troubleshoot a specialized computer registration program (CLASS) which is used to schedule, track, process 3,500 facility rental and 63,000 class registration requests. The Coordinator supervises trains, provides technical assistance and fosters an “esprit de corps” for a group of 10 dedicated part-time staff who provide direct customer support and implement the various reservation and registration procedures. The Coordinator provides leadership in the area of customer service including managing and interpreting City registration policies, resolving complaints and exception requests as well as handling more complex facility reservation requests. This is an exciting opportunity for an individual who enjoys the challenge of managing a public service function which requires accuracy while maintaining the City’s reputation for providing exceptional customer service. Experience operating and supervising a computerized reservation or registration system is highly desirable. This recruitment will establish an eligibility list to fill future vacancies in this classification.
REQUIREMENTS
The ideal candidate will possess an Associate’s degree in business administration or related field and three years of customer service and/or facility management and program registration experience or, any combination of education and experience that provides equivalent knowledge, skills, and abilities. We are also looking for individuals whose backgrounds and experience indicate the ability to: • Schedule, plan, and organize activities for the work unit. Manage systems which ensure accuracy and attention to detail with a high volume of registration requests. • Assist in recruiting, hiring, training, scheduling, supervising, and evaluating part-time staff. • Process applications and trouble shoot the CLASS software system. • Develop, administer, and monitor a program budget. • Utilize sound judgment in the approval of in-house and outside applications, payments, refunds, cancellations, transfers, changes, invoices, warrant requests, purchase requisitions, and journal vouchers. • Ensure facility registration and class reservation requests are compliant with the City’s policies and procedures. • Administer, coordinate, update, and maintain various files, work summaries, statistics, and records. • Purchase supplies and equipment. • Research, prepare, and evaluate narrative and statistical reports, spreadsheets, publicity materials, forms, correspondence, memos, lists, rosters, and schedules. • Act as a liaison between customers and City facility operations and maintenance staff. • Communicate effectively with City staff and the general public. • Manage customer complaints/ comments; present alternatives and implement solutions.