| Facility Coordinator, Cloquet Forestry Center
Unit/Position Overview: This is a 100% in person position during the probationary period. After probation, employees may be able to work one day/week remote
The Cloquet Forestry Center (CFC) is part of the Collegeâ™s Research and Outreach Center network and serves as the primary research and education forest for the University of Minnesota. It is located two hours north of the St. Paul campus, and 30 minutes west of Duluth, MN on land reserved by the Fond du Lac Band of Lake Superior Chippewa in the 1854 Treaty of La Pointe. It is a regional hub for forest ecosystem community research and stewardship, undergraduate and graduate field instruction in natural resources, and extensive outreach and professional training programs.
This position is a 100% FTE. Interact with collegiate administrators, faculty, graduate students, vendors, outside agencies and external stakeholders and is responsible for managing and coordinating all facility use including meeting rooms and lodging. Coordinate the logistical needs of internal and external user groups and ensure compliance with all University policies and procedures for the Cloquet Forestry Center (CFC) and the Hubachek Wilderness Research Center (HWRC) rules and guidelines. Provide customer service and build strong client relations while promoting facility to current and potential clients. Maintain user database and reports, invoice internal and external clients, track lodging, monitor kitchen inventories, and oversee facilities cleaning scheduling. Work very close with Building and Grounds staff regarding client needs as they use the facility. Work closely with HWRC staff regarding facility use and accounts receivable.
Major Areas of Accountability (with percentages):
Facility Coordination, 60%:
- Manage and coordinate all facility use for meetings, workshops, conferences, and lodging.
- Interact with current and potential clients (user groups) to attract and schedule events.
- Provide customer service before, during, and after events to build and maintain strong client relations.
- Oversee all logistical needs of internal and external user groups including signage, registration, room set up, AV equipment, facility tours, and lodging accommodations.
- Prepare, submit and finalize facility use and housing agreements for all non-University user groups and long-term housing.
- Assure compliance with UMN policies/procedures as well as other regulatory measures.
- Obtain and track Certificates of Liability Insurance for all user groups and signed registration cards for all lodgers.
- Work closely with Buildings and Grounds employees to meet client needs and expectations.
- Track all lodging and kitchen inventories and replace items as needed.
- Facilitate cleaning schedule of all lodging units.
- Troubleshoot and resolve client problems as they arise
- Maintain user days/nights database and reports.
- Support Research Scientist at HWRC for use of facilities for meetings and lodging (facility use agreements, certificates of liability insurance, catererâ™s permits, customer billings and payments).
Center Operations, 20% - Work with Director and Administrator to develop policies and procedures related to operations unique to the Center (i.e. permissible users and scheduling priority policy, user rules/guidelines, facility and housing agreements, rates and cancellation policies)
- Interact with Office of General Counsel, Risk Management, Real Estate Office, and Environmental Health and Safety to create, implement, and ensure UMN policy compliance (facility and housing agreements including addendums for state agencies, MnSCU and Safety of Minors, certificates of liability insurance, alcohol applications, caterersâ™ permits, lodging registration cards subject to state law).
- Day-to-day management of facility use.
- Inventory services â“ manage and order linens, replace broken or lost kitchen supplies, replace lodging items as needed (mattresses, blankets, mattress pads, pillows and protectors, shower curtains).
- Primary contact for facility and general questions
Marketing & Communications 20% - Maintain and update CFC Website and social media.
- Work with CFANS Communications, Director of Operation, and Research Project Groups to regularly publish materials related to activity at CFC & HWRC
- Event promotion. Post & take down upcoming events, employment opportunities, keep faculty & staff listings up to date on websites
- Send press releases & promotional mailings for all upcoming events out to media.
- Capture and organize photo, video and audio content during CFC/HWRC events for use in publishing communications materials. Add photos to ROC photo shared folder.
- Post day-to-day activities & events, share relevant articles or stories.
- Create promotional rack cards, welcome packets, and other informational brochures relevant to the Center to current and potential customers.
- Respond to phone, email, and personal inquiries for events, activities and use of the Center.
- Provide facility tours.
- Assist with CFC sponsored events (promotional materials, facility and lodging scheduling, registration, catering options, alcohol application and service).
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