Facility Coordinator

Facility Coordinator, Cloquet Forestry Center

Unit/Position Overview:
The Cloquet Forestry Center (CFC) is part of the College'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, caterer'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, caterers' permits, lodging registration cards subject to state law).
• Day-to-day management of facility use.
• Inventory services - 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).
  

Minimum Qualifications:

• High school diploma or equivalent and four years of related office experience. Training/education may be substituted for some of the years of experience.
• Knowledge of principles and practices of business and accounting.
• Experience in general accounting.
• Strong computer skills, including experience in the Google suite and Microsoft suite of applications.
• Evidence of excellent verbal and written communication skills.
• Understanding of information technology concepts and experience related to administration
• Demonstrated commitment to the principles of equal opportunity and affirmative action.
• Experience working with a multi-cultural community.
• Evidence of ability of attention to detail and multi-tasking skills.
• Evidence of customer service experience.

Preferred Qualifications

• Bachelor's degree in Business Administration or Bachelor's degree in a related field and one year of administrative experience, or a combination of education and relevant accounting and/or business experience to total five years.
• Inclusive Excellence
  The University recognizes and values the importance of inclusion of people from all backgrounds in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota is an equal opportunity educator and employer. As an institution committed to demonstrating excellence through diversity, the College of Food, Agricultural and Natural Resource Sciences is committed to hiring a diverse faculty and staff, and actively encourages candidates from historically underrepresented groups to apply.

The Cloquet Forestry Center (CFC) is part of the College'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.

Pay Range: $22.71 - $24.54 per hour, ($48,000 - $51,000 annually) depending on education/qualifications/experience

Time Appointment Category: 100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• The University offers a comprehensive benefits package that includes:
• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will have the opportunity to complete an online application for the position and attach a resume.

Bargaining unit consideration begins on 6/16/2025 and goes until the position is filled.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).