FACILITY SCHEDULING COOR

Description

The Idaho State Historical Society has an open position for a Facility Scheduling Coordinator.

The Facility Scheduling Coordinator will support the Interpretive Specialist to develop, implement, and coordinate comprehensive events and programs at the Old Idaho Penitentiary and manage site event, permit, and school tour scheduling calendars. The role will require organizing client walkthroughs, documenting event specifics, and ensuring seamless coordination of site rentals, photography permits, and other events. The individual will manage communications with vendors, prepare necessary supplies, and uphold facility policies. In addition, they will serve as the primary contact for school field trips and private tours, managing inquiries, scheduling tours, and relaying information and availability of educational programs.

Primary Duties

• Attend and facilitate client walkthroughs alongside the Interpretive Specialist, taking notes about event dates and times, rental locations, number of expected guests, equipment rentals, decorations, food, and beverage catering, and other important planning details.
• Assist the Interpretive Specialist by overseeing and facilitating site rentals, photography permits, paranormal investigations, and internal Old Idaho Penitentiary events when assigned.
• Assist the Interpretive Specialist in preparing supplies and materials needed for internal Old Idaho Penitentiary events.
• Demonstrate professionalism and exemplary customer service skills while working with site rental clients and photography permit clients.
• Assist the Interpretive Specialist with communications between vendors including but not limited to food, beverage, and port-a-potties.
• Ensure policies and procedures of the facility are followed and address any issues with the Interpretive Specialist.

Public Programs and Education

• Act as the main point of contact for Old Idaho Penitentiary school field trips and private tours.
• Review, manage, and schedule tour inquiries and direct staffing requests to the site’s Visitor Services Coordinator.
• Assist in further development of the Old Idaho Penitentiary’s school tour programs and procedures.
• Contribute to providing information about the Old Idaho Penitentiary’s educational tours and the Idaho State Historical Society’s related educations programs.
• Conduct educational tours and programs.
• Research and develop presentations relating specifically to the history of Idaho and the Old Idaho Penitentiary.

Community Partnerships

• Maintains active participation in community networking to build partnerships and new client base.
• Develops community partnerships in alignment with the Old Idaho Penitentiary interpretive plan.
• Represents the Old Idaho Penitentiary at Boise and Idaho Chamber of Commerce, Hispanic Chamber of Commerce, Rotary, Department of Tourism, and Department of Corrections events, functions, and programs.
• Works with Interpretive Specialist, Visitor Services Coordinator and Marketing & Communications Officer in developing public relations and marketing strategies.
• Analyzes market trends in the Boise area for rental space and implements and recommends operational changes and budget needs and develops reports as needed to project growth. 

Other Functions and Responsibilities

• Work schedule Tuesday – Saturday with the expectation to flex time to accommodate evening rentals, permits and other programs.
• Possess excellent organizational skills and ability to handle multiple competing projects simultaneously.
• Exhibit strong interpersonal skills in working with a diverse population and contribute to a work environment that embraces diversity and the development of positive, trustful, influential relationships.
• Assist part-time staff and fill in for visitor services positions when assigned.
• Assist in customer service duties including, but not limited to, answering phones and public inquiries about the Old Idaho Penitentiary and the Idaho State Historical Society.
• Ability to work under pressure and in stressful situations.
• Some amount of weekend and evening time spent working Old Idaho Penitentiary’s internal events and site rentals.
• Performs other duties as assigned.
• Present historical and informational programs to school and civic groups, workshops, conferences and training programs.

Minimum Qualifications

Some knowledge of supervisory practices -Typically gained by successful completion of a college-level course directly related to supervisory practices OR at least six (6) months of leadwork experience that involved work assignment, direction, and monitoring of staff.

Experience: 

Planning and coordinating facility scheduling, food service, and facility and equipment set-up for a variety of events including meetings and conferences-Typically gained by approximately one (1) year of related experience where planning and coordinating facility and scheduling, food service, and facility and equipment set up for a variety of events including meetings and conferences was a primary job duty (at least 75%). 

Interpreting and applying policies and procedures and explaining them to others-Typically gained by at least six (6) months’ work experience interpreting, applying, and explaining policies and procedures and how they apply to specific situations.

Allocating expenditures, reconciling accounts, and making fund transfers-Typically gained by at least one (1) year of work experience allocating expenditures, reconciling accounts. 

Resolving conflicts-Typically gained by at least 6 months of experience resolving conflicts in a work setting.

Benefits

The State of Idaho offers a robust total compensation package, including medical, vision, and dental insurance; PERSI retirement benefits; paid sick, vacation, and parental leave; and 11 paid holidays per year. For additional information related to benefits and/or State programs, please visit https://dhr.idaho.gov/StateEmployees/Benefits.html.*

EEO/ADA/Veteran

The State of Idaho is committed to providing equal employment opportunities and prohibit discrimination against qualified individuals based on their status as protected veterans or individuals with disabilities and prohibit discrimination against all individuals based on their race, color, religion, political affiliation or belief, sex, national origin, genetics, or any other status protected under applicable federal, state, or local laws.

The State of Idaho is committed to access and reasonable accommodations for individuals with disabilities, auxiliary aids and services are available upon request. If you require an accommodation at any step in our recruitment process, you are encouraged to contact (208) 334-2263 (TTY/TTD: 711), or email [email protected].

Preference may be given to veterans who qualify under state and federal laws and regulations.