The Facility Coordinator supports the day-to-day operations of the Cooper Center for Active Living by coordinating facility scheduling, room reservations, and rentals that fall outside of Older Adult Services (OAS) programming. The position provides administrative and customer service support and serves as the primary point of contact for both internal and external users of the facility.

Opened in December 2025, the Cooper Center is a state-of-the-art senior center that has welcomed more than 40,000 visitors in its first six months of operation. The Facility Coordinator is responsible for managing scheduling logistics, facilitating communication, and ensuring the smooth execution of programs, meetings, and special events. This role helps maintain a welcoming, safe, and well-organized environment that supports OAS programming, City operations, and community use of the facility.

Supervision:

Supervision Received: Works under the general direction of the Deputy Director and/or their designee, following established policies, procedures, and priorities for building use and rentals. Refers non-routine or complex issues, policy questions, and significant conflicts in building use to the Deputy Director or Director.

Supervision Given: May provide day-to-day guidance, task direction, and scheduling input for Department Assistants and custodial staff assigned to support building activities and rentals, but does not have independent authority over hiring, performance evaluation, or discipline.

Essential Functions:
(The essential functions or duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

Coordinate room schedules for non-OAS programs, City meetings, and permitted rentals using established priorities and guidelines set by OAS leadership.

Serve as the primary contact for inquiries about building availability, rental procedures, and basic policies; provide information, answer questions, and route more complex or exceptional requests to the Deputy Director or Director.

Enter, update, and maintain reservations, program schedules, and rental information in the City’s scheduling/permitting software; generate basic reports or schedules for staff as needed.

Support the administrative steps of the rental process, such as receiving and processing applications, confirming bookings, preparing standard rental agreements using approved templates, and tracking required documentation.
Coordinate with Department Assistants and custodial staff to ensure appropriate coverage for scheduled programs and rentals, including room setup, breakdown, and basic equipment needs, based on directions and staffing plans established by OAS leadership.

Provide onsite logistical support for events and programs as assigned, including posting room signs, confirming setups, assisting with simple technology needs, and communicating last-minute changes to staff and users.

Maintain up-to-date information on building use, hours, and rental procedures on the Cooper Center website and in printed materials, using content and messaging approved by the Director/Deputy Director.

Monitor the general condition of common areas, program rooms, and equipment; report maintenance, safety, or security concerns promptly to the appropriate City department or supervisor and follow up as directed.

Track basic inventory levels for supplies and shared equipment used in programs and rentals; notify the appropriate staff member when reordering is needed and assist with placing orders within established purchasing procedures.

Prepare routine reports and summaries related to building use (e.g., number of rentals, room usage, attendance estimates) using data from scheduling and permitting systems.

Provide high-quality customer service to older adults, community members, City staff, and outside organizations using the facility, helping them navigate building procedures and promoting a welcoming environment.

Assist with general office and administrative tasks related to facility operations, such as answering phones, responding to emails, filing, and data entry, as assigned.

Perform other similar or related duties as required to support the efficient day-to-day operation of the Cooper Center.