Facility Rentals Coordinator

The Calgary Board of Education (CBE) is the largest school board in western Canada with over 131,000 students and 15,000 employees. Our mission: Each student, in keeping with their individual abilities and gifts, will complete high school with a foundation of learning necessary to thrive in life, work and continued learning. We pride ourselves in the values we hold. Students come first. Learning is our central purpose. Public education serves the common good. The CBE encourages an inclusive and equitable workplace, which supports our diverse student and employee community. We encourage all applicants to join our dynamic, diverse, and collaborative culture and welcome applications from all qualified individuals.

When you apply to the CBE, you can feel good about serving our future leaders and contributing to student success.

Competition Close Date: Wednesday, November 19, 2025 at 11:59 PM

Calendar: 12 month

Salary: Staff Association F, $ $41.81

FTE: 1.0

The CBE understands the future of work is flexible. In this role, you are eligible to participate in a flexible work program that allows you to work remotely for up to three days a week. A minimum of two days must be in the office. At certain times, you maybe be required to work in the office more then 2 days per week based on operational requirements.

purpose

Reporting to the Supervisor, Administrative Services, this position is responsible for coordinating the highly visible and politically sensitive use of Calgary Board of Education (CBE) facilities for rental by internal groups; CBE sponsored groups and partner organizations; federal, provincial, municipal and trustee elections

accountability

This position is accountable for:

• Effective and efficient coordination of facility use rentals and the operation of the Facility Rentals Office, including maintenance of databases and generating reports;
• Establishing and maintaining effective communications and liaison with major internal and external stakeholder groups relating to facility rental;
• Ensuring financial procedures are maintained with regard to all aspects of rental revenue and accounts receivable;
• Working with confidential and sensitive information;
• Providing day to day supervision of the Facility Rental Assistant.

major responsibilities

• Establishes and maintains facility rental booking procedures and regulations; informs on policy development. Recommends procedures for special booking requests in conjunction with Insurance and Risk Management; ensures that proper insurance certificates are in place

• Coordinates facility booking processes by receiving, tabulating and verifying booking requests from internal and external users; establishing priority for all facility bookings according to Calgary Board of Education (CBE) policies and regulations; preparing a final schedule for each CBE school and facility; ensuring that all conflicts are addressed and the required public use times are available

• Provides accurate information detailing the public use inventory to City of Calgary Parks and Recreation by coordinating the master list of construction and maintenance projects, summer rentals, lease activities and partnership usage; liaison with internal stakeholders to recommend changes or re-scheduling of projects, lease amendments.

• Administers the Archibus rental software module as the primary-user in CBE by working collaboratively with Integrated Workplace Management Systems (IWMS) to resolve issues, problems, and consult on upgrades; identifying report requirements and working in conjunction with IWMS to design reports; developing and implementing procedures for CBE staff to access facility booking reports using intranet reports, on-line viewing, on-line booking processes.

• Ensures financial sustainability for the facility rental program by generating internal journal entries for CBE internal clients; preparing paperwork so that invoices may be prepared by Corporate Financial Services Department; collecting and processing revenue from rentals; acting in conjunction with the Supervisor, Financial Services and Accounts Receivable to initiate action against users who are delinquent in payment of their accounts; seeking restitution for any property damage caused by rental groups.

• Verifies and approves facility booking related overtime requests in PeopleSoft.

• Provides customer service by responding to inquiries; interpreting and adhering to policies and regulations regarding use of and booking procedures for CBE buildings and facilities; resolving scheduling conflicts; terminating rental permits; coordinating provision of Facility Operations employees, equipment and facilities for all rental activities and authorizing payment; instructing municipal, provincial and federal Returning Officer in CBE internal procedures, e.g., booking of facilities and appropriate emergency response procedures.

• Balances the facility needs and high expectations of a variety of user groups, both internal and external to the CBE which may result in escalated complaints, e.g., deciding when to notify Supervisors or the Director, Facility Operations regarding problems with rental group issues.

• Monitors and coordinates the day-to-day work of the Facility Rentals Assistant and other clerical staff by providing effective direction, training and mentoring to the Facility Rentals Assistant, temporary and other employees assigned to the Facility Rentals Booking office.

• Represents the Supervisor, Administrative Services as liaison/resource person in meetings with Areas, schools, departments, and outside agencies/groups.

• Performs other related responsibilities as assigned to meet the purpose and accountabilities of the role.

qualifications

Education and Experience

• High school completion
• Minimum of a recognized two-year post-secondary Diploma in Administrative Information Management or its equivalent
• Minimum five years of progressively more responsible related experience in an administrative support capacity, preferably within a large organization
• Other equivalent combinations of directly related post-secondary education and directly related experience may be considered
• Broad knowledge of the Calgary Board of Education with a combination of school and central office experience is preferred
• Experience using Archibus software an asset

Demonstrated Skills and Competencies

• Demonstrated experience working with Accounts Receivable and Accounts Payable transactions
• Solid Knowledge of office / records management
• High degree of proficiency in word processing, spreadsheet, computerized accounting, database, electronic mail / calendar, publishing, and presentation computer applications as well as other information management tools.
• Effective leadership, coaching and supervisory skills
• Project management skills
• Exceptional customer service orientation
• Exceptional time management, prioritization, multitasking and organizational skills
• Strong ability to adapt and manage change
• Strong interpersonal and exceptional verbal, listening and written communication skills combined with the ability to speak with confidence
• Strong ability and success in building productive relationships with co-workers, staff and other internal and external stakeholders
• Professionalism, tact, courtesy and diplomacy skills
• Strong conflict management and resolution skills
• Ability to deal with sensitive and discretionary matters and maintain strict confidentiality
• Strong problem solving and decision making skills
• Use of appropriate judgement in a framework of generally established methods, protocols and procedures
• Ability to work independently without appreciable advice or supervision
• Exceptional innovation and creativity skills to recommend and implement changes in procedure to improve production and proficiency of work, workload and workflow
• Trustworthiness, integrity, dependability and reliability
• Personal suitability.

Police Information Clearance: Applicants new to the Calgary Board of Education WHO ARE OFFERED EMPLOYMENT must complete and pass a police information clearance before employment is confirmed.

A career with the CBE offers incredible opportunities, rewards and supports.

We thank all candidates for their interest in this position however only those selected for an interview will be contacted.