Events and Rental Coordinator

 Unitarian Universalist Church of Arlington, VA 

Job Description

Title: Events and Rental Coordinator

Reports to: Church Administrator

Staff Supervised: None

Status: Part time 15 hours a week. Monday – Friday 10AM - 1PM in person. Plus, additional time for events. There is some flexibility in hours, but it must still be done in the office.

Benefits: None

FLSA: Non-Exempt 

Job Summary: The Events and Rental Coordinator schedules and manages the use of the building for internal and external events. They market UUCA space to outside groups, maintain a relationship with tenants, and plan and coordinate events. They ensure the space is prepared and cleaned after use and manage compliance with safety and insurance regulations.

Essential Functions:  

• Seek and secure groups and organizations for use of the space.
• Negotiates agreements for use of space.
• Work with the Program and Communications Manager to populate UUCA's calendar with events.
• Negotiate and manage rental agreements for most renters; maintain records including insurance certificates and other information for renters and building users.
• Manage all logistical planning and execution for outside rental events.
• Work with event managers to determine setups and communicate instructions to the custodial team.
• Manage phone systems, answering calls, and addressing inquiries.

Minimum Qualifications:  

• Experience planning, organizing and managing events.
• Excellent organizational and planning skills.
• Excellent customer service and interpersonal skills and ability to work with a variety of constituents, including high-level policy officials, academics, executives, suppliers, contractors, employees, and other parties
• Experience working with space usage allocation and/or rentals including negotiation and preparation of agreements
• Proficient in working with Microsoft Office 365, basic database calendaring functions, and Zoom.
• Flexibility to work evenings and weekends when events are occurring.

Core Competencies:

• Interpersonal Skills: Relates well to all kinds of people inside and out of the congregation, builds rapport and maintains relationships with facility users; uses diplomacy and tact, is viewed as warm or approachable, able to maintain boundaries and confidentiality.
• Verbal and Written Communication: Able to speak and write clearly and succinctly, get a message across with desired information and tone.
• Technical Expertise: Acquires and demonstrates the technical skills required to proficiently execute the essential functions of the job; understands which skills are lacking and seeks to develop those skills; continually works toward the mastery of technical proficiency.
• Adaptable to Quick Pivots: Able to change course to adapt to new situations and revised expectations quickly.
• Decision Making and Problem Solving: Uses sound logic to approach difficult problems and apply effective solutions; can distinguish between symptoms, causes and implied solutions; decides in a timely manner based upon a blend of research, experience, risk-taking and judgment.
• Team Orientation: demonstrates interest, skill and success in team environments; promotes group goals ahead of personal agendas; steps up to offer self as a resource to other members of the team; understands and supports the importance of teamwork; shares credit for success with others, takes responsibility for his or her part in team failures.
• Aesthetic Awareness: Demonstrates a natural awareness about the effective organization of space for different purposes; possesses a natural orientation towards cleanliness and orderliness of space; appreciates the value of and need for sacred space and knows how to physically tend to it.
• Anti-Racism Anti-Oppressive Multicultural Commitment: Demonstrates a commitment to further learning in the area of ARAOMC work, and applies that commitment to UUCA work, including diverse, inclusive, and culturally appropriate representation in our communication materials and Children’s Religious Education programming.

Physical Requirements: 

• Able to move throughout the building
• Able to lift 40 lbs.

Diversity Statement:

UUCA is an Equal Opportunity Employer. As we seek to create a staff team reflective of the significant diversity in the Arlington community, those from a diverse faith heritage, people with disabilities, BIPOC candidates, Hispanic/Latino/a/x candidates, and LGBTQIA candidates are strongly encouraged to apply. 

Background Check:

The applicant must be eligible to work in the United States and will be subject to a background check and sex offender check.