Facility Coordinator I – Braemar Arena and Field

Salary: $28.53 – $32.42 Hourly

Location : Braemar Arena 7501 Ikola Way Edina, MN

Job Type: Regular Full-Time

Job Number: 202200137

Department: Parks & Recreation

Opening Date: 07/03/2023

Closing Date: 7/21/2023 12:00 PM Central

Position Description
The Facility Coordinator I – Braemar Arena and Field is responsible for all scheduling of Braemar Dome facilities and concessions operations. The Facility Coordinator also provides supervision for the Field and Dome including programs, staffing and minor maintenance. In addition, the Coordinator is responsible for the coordinating the Braemar Skate School program and all financial deposits for the arena and dome facility.

Scope of Impact:
The duties and responsibilities of this job are performed with latitude for independent judgment in accordance with Department and City policies, Federal, State and local regulations and are based on detailed knowledge of Arena, Field and Dome operations. Work is subject to periodic review by the supervisor, who provides input on approval of recommendations, and discusses assignments, priorities, and work.

Incumbent provides training and supervision to seasonal and part time staff. Work includes direct and frequent contact with the public.
Essential Functions

• Provides supervision and coaching to Field and Dome staff.
  1. Schedules staff and approves timecards;
  2. Provides training;
  3. Recommends decisions on matters of hiring, transfer, suspension, recall, promotion, discharge, assignment, reward, adjusting grievances or disciplining employees under the span of control;
  4. Sets goals and objectives and monitors performance of direct reports;
  5. Conducts ongoing feedback, coaching, mentoring and timely performance reviews.

• Communicates courteously and professionally and maintains working relationships with others in carrying out job functions.
  1. Maintains professional relationships and communication with customers and user groups;
  2. Publishes and manages activities calendar for programs and events including websites and activities directory;
  3. Communicates with others relating to work assignments and progress of work or to convey information about conditions or work related needs;
  4. Communications include responsibility for maintaining relationships between the customers, guests and employees as well as any other groups key to the function.

• Performs minor routine maintenance on the Field and Dome Facility
  1. Responsible for light cleaning and maintenance of the Field, Dome and accessory structure;
  2. Notifies the appropriate staff if larger repairs and/or maintenance issues need to be addressed;
  3. Assists in the setup of Field and Dome for user groups;
  4. Assists in the planning, coordinating and execution of dome install and take down.

• Responsible for website and social media
  1. Updates website and provide content for social media as needed;
  2. Ensures accuracy of website and social media;
  3. Ensures recreation software schedules and website calendars match and are accurate;

• Responsible for public programming of Braemar Arena and Braemar Field
  1. Coordinates registration through CivicRec;
  2. Enters City programs in CivicRec and reservation software;
  3. Ensures program dates and times are accurate in the facility reservation software;
  4. Serves as a point of contact for registration issues;
  5. Works in conjunction with other City staff to create, develop, market and publish programs.

• Responsible for Braemar Skate School program
  1. Supervises all skate school staff;
  2. Recommends decisions on matters of hiring, transfer, suspension, recall, promotion, discharge, assignment, reward, adjusting grievances or disciplining employees under the span of control;
  3. Coordinates registration through CivicRec;
  4. Enters City programs in CivicRec and reservation software;
  5. Ensures program dates and times are accurate in the facility reservation software and CivicRec;
  6. Serves as a point of contact for registration issues;
  7. Works closely with the Skate School Director on schedule and registration
  8. Works in conjunction with other City staff to create, develop, market and publish arena programs.

• Responsible for Braemar Arena concessions operations
  1. Holds a food managers license;
  2. Supervises and schedules all concessions staff;
  3. Recommends decisions on matters of hiring, transfer, suspension, recall, promotion, discharge, assignment, reward, adjusting grievances or disciplining employees under the span of control;
  4. Coordinates cleaning, inventory and ordering;
  5. Works with venders and suppliers to ensure timely delivery of quality products;

• Responsible for daily deposits of Arena and Field income.
  1. Handles all monetary deposits for the Arena and Dome;
  2. Handles large amounts of cash in a secure, responsible and timely manner;
  3. Deposits money in the bank;
  4. Runs the appropriate financial reports through the City finance system;
  5. Reports deposits to the City Finance department.

• Assists with event management
  1. Attends games, tournaments and events as needed including on evenings, weekends and holidays;
  2. Helps with crowd control;
  3. Supports maintenance and concessions staff;
  4. Acts as day-of-event point of contact to customers.

• Performs other duties and activities as assigned.

Qualifications
Minimum Qualifications:
The job requires a high school diploma or equivalent and a minimum of two years of experience in a recreation facility setting including operations with computerized system for reservations and scheduling on a high volume facility.

Desired Qualifications:
A Bachelor’s degree in a related field is desired. An understanding of athletic facilities, recreation programing and athletic events is also desired.
Supplemental Information
Knowledge, Skills and Abilities Required for Successful Job Performance:

• Working knowledge of CivicRec, Finnly or other recreation software;
• Knowledge of recreation facility scheduling sufficient for sound decision making and customer service;
• Knowledge of financial management principles and a working knowledge of accounting, and fiduciary practices;
• Knowledge of and ability to operate standard office software sufficient to create schedules, draft reports and maintain records;
• Verbal and written communication skills sufficient to effectively present information and respond to questions from a wide variety of audiences and conduct public speaking, and reading comprehension skills sufficient to read, understand and interpret varied work-related materials;
• Interpersonal skills sufficient to exchange and/or convey information, give and receive work direction, and maintain effective working relationships;
• Sales and marketing knowledge;
• Ability to adapt to seasonal changes in work schedule, load and work type;
• Knowledge of building and facilities management in the areas of preventive maintenance, insurance and risk management, contractors, energy resource management and security;
• Problem solving skills.

Physical and Mental Requirements:
Physical effort is light, with lifting, pushing or carrying up to 25 pounds intermittently. Ninety percent of time is spent working in an office environment.

Working Conditions:
The majority of work is performed onsite in a normal office environment; however, interruptions are frequent. There can also be exposure to uncomfortable weather conditions. The job may involve dealing with and calming customers who are emotionally charged over an issue.

Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities.
Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.
This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship. The City retains the discretion to add duties or change the duties of this job at any time.

Following is general information on benefits offered with the City of Edina. Individual benefits may vary slightly depending on the specific position, full or part-time status or union contract.

Payroll:
Wage or salary is paid bi-weekly. Pay periods end on Friday with checks for that pay period being issued on the following Friday.

Retirement:
All public employees are currently mandated by the State to participate in the Public Employees Retirement Association (PERA). 6.5% of the employee’s gross wage or salary is matched with a 7.5% contribution from the City. PERA plus Social Security benefits make up the coordinated retirement program.

Some Police and Fire employees are mandated to participate in PERA at a rate of 11.8% of their gross wage or salary, matched by 17.70% contribution by the City.

Benefits:
All full-time employees are given a set benefit dollar amount each year that is used for benefits. For the year of 2023, the City will make a monthly contribution of $1,060 – $2,130/month, depending on the chosen medical plan. In addition, dependent health coverage, supplemental life insurance coverage, short-term disability coverage, dental coverage, and vision coverage are available. You can also elect to contribute to the health care flexible spending account and/or the dependent care flexible spending account. All coverage with the exception of the life insurance and long-term disability insurance are paid pre-tax, saving you federal and state tax dollars.

Health Partners health insurance plans are offered for single or family coverage.

All insurance coverage takes effect the 1st of the month following date of employment.

Vacation:
Paid vacation is available to all regular full time employees and is accrued at the following rates.

Years of Employment Days per Year

0 to 5 years 10 days
6 to 10 years 15 days
11 years 16 days
12 years 17 days
13 years 18 days
14 years 19 days
15 years 20 days

Sick Leave:
Sick leave is available for regular full time employees and is accrued at a rate of one day per month.

01

Each applicant must complete this supplemental questionnaire as a part of the application screening and selection process. The information you provide will be reviewed and used to determine your eligibility to move forward in the selection process. Incomplete responses, false statements, omissions, or partial information may result in disqualification from the selection process. Do you agree to answer each supplemental question truthfully and that your responses can be verified from information included within the application?

• Yes
• No

02

Do you have at least a high school diploma or equivalent (GED)?

• Yes
• No

03

Do you have two years of experience in a recreation facility or equivalent?

• Yes
• No

04

Do you have two years of working with a computerized system for reservations and scheduling at a high volume facility or equivalent experience?

• Yes
• No

05

If you answered yes to the previous question, please describe your experience. Be specific, include length of experience and indicate the employer and your job title, otherwise state “n/a”.

06

Do you have a Bachelor degree/equivalent or higher?

• Yes
• No

07

Do you have any sales and marketing knowledge?

• Yes
• No

08

Do you have any working knowledge of accounting and fiduciary practices?

• Yes
• No

09

How many years of experience do you have with concessions or food service operations?

• Three years or more
• At least one year, but less than three years
• Less than one year
• None

10

How many years of verifiable full time work experience do you have in customer service dealing with the public and resolving problems?

• Three years or more
• At least one year, but less than three years
• Less than one year
• None

11

Do you have experience in providing work direction and/or training others?

• Yes
• No

12

Which type of veteran’s preference points did you apply for?

• I did not request veteran’s preference points.
• Veteran or Spouse of Deceased Veteran
• Disabled Veteran or Spouse of a Disabled Veteran

Required Question