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Position Profile
Position: Coordinator II: Program Coordinator (Facilities Use Rentals)
Department: Procurement
Reports To:
FTE: 1.0
Days/Year: 260
Salary Schedule: 2025-2026 Executive Professional Salary Schedule (Group C)
Paygrade: P05
Salary Schedule: 2025-2026 Executive Professional Salary Schedule, Non-School Based Positions (Group C)
FLSA Status: Exempt
Applicants must be legally authorized to work in the United States.
Why You Will Love Working Here!
As the Coordinator II - Facilities Use & Rentals, you'll play an important role in connecting our schools and facilities with the community while helping ensure District resources are used effectively and responsibly. This position combines customer service, coordination, problem-solving, and procurement support, giving you the opportunity to work with schools, departments, community partners, and vendors across the District.
You'll enjoy this role if you like building relationships, keeping complex processes organized, and finding solutions that balance customer needs with District policies and operational priorities. From coordinating facility rentals and agreements to supporting procurement processes, your work will directly contribute to efficient District operations and positive experiences for both internal and external customers.
Most importantly, you'll be part of a collaborative team where your attention to detail, initiative, and ability to make things happen will have a visible impact throughout Colorado Springs School District 11.
Position Summary
The Coordinator II: Program Coordinator position manages the coordination and implementation of district programs or services within a defined functional area. This role ensures programs operate effectively, comply with district policies, and meet established goals.
This position also applies specialized knowledge within their department and exercises independent judgment when managing program operations.
Specifically, the Coordinator II: Facility Use Rentals position manages and coordinates the operational administration of the District's facility use rental program and related use agreements, ensuring efficient scheduling, quality customer service, regulatory compliance, and effective utilization of District facilities. This position serves as the lead administrator for community and partner access to District buildings, fields, and venues by coordinating day-to-day scheduling, reviewing and approving routine facility use requests, evaluating non-routine requests, and preparing and administering facility rental agreements, use permits, memorandums of understanding, partnership agreements, and related documents using approved standards.
The position works collaboratively with school leaders, custodial services, security, athletics, transportation, finance, and external organizations to support safe, equitable, and efficient use of District facilities while maximizing revenue opportunities and maintaining alignment with District policies and priorities. Responsibilities include coordinating facility use agreements for before- and after-school childcare providers, school-sponsored events, venue rentals, approved student support partnerships, and assisting school-based administrators with field trip vendor agreements, transportation arrangements, and related operational contracts.
This role independently coordinates complex scheduling, monitors facility calendars to maximize utilization and minimize conflicts, resolves scheduling disputes, user concerns, contract issues, and operational challenges using sound judgment and established guidelines. This position monitors rental revenues, invoices, deposits, payroll-related event staffing charges, and expenditures; reconciles rental activity records; prepares financial and utilization reports; and assists in forecasting annual rental activity, revenue trends, and operational needs.
In addition, the position provides technical guidance and work direction to clerical, event, or temporary support staff assigned to rental operations; develops procedures, user guides, communication materials, and training resources for school staff and facility users; recommends updates to rental processes, fee structures, workflows, and customer service practices to improve efficiency and program effectiveness; maintains official records for agreements, insurance certificates, payments, correspondence, and compliance documentation; supports emergency schedule changes and special events; and participates in strategic projects and other related duties as assigned.
Essential Job Functions
Program Coordination

• Coordinate program activities and initiatives aligned with department goals.
• Monitor program progress and ensure timelines and deliverables are met.

Operational Management

• Maintain procedures and systems that support effective program delivery.
• Identify operational challenges and recommend solutions.

Data and Reporting

• Analyze program data to monitor progress and performance.
• Prepare reports for department leadership.

Stakeholder Communication

• Serve as a liaison between departments, schools, and program participants.
• Support communication of program expectations and updates.

Other Duties

• Perform other related duties as assigned to support departmental and district priorities.

Knowledge, Skills and Abilities
Knowledge of

• Basic data management practices and student information systems.
• District policies and procedures related to department (Enrollment, Procurement, Finance, Human Resources)
• Data reporting and documentation practices used in educational environments.

Skills in

• Organizing and coordinating multiple processes and tasks simultaneously.
• Analyzing data using spreadsheets or reporting tools.
• Communicating clearly with staff and stakeholders in both written and verbal formats.
• Providing customer service and support to school staff and families.
• Using common office software and data systems.

Ability to

• Maintain accurate records and documentation.
• Interpret and apply enrollment procedures and guidelines.
• Collaborate effectively with staff across schools and district departments.
• Manage multiple deadlines and priorities in a fast-paced environment.
• Maintain confidentiality when handling sensitive student information.

Qualifications

• Required Bachelor's degree or equivalent work experience in business administration, data management, education, or a related field. A combination of education, experience, and training that demonstrates the ability to perform the duties of the position will be considered as a substitute for a degree.
• Required minimum of three (3) years of experience supporting program operations, data management, or administrative processes.
• Required: Experience working in a K-12 school district or educational environment.
• Required: Experience generating reports and analyzing data for accuracy and completeness.
• Required: Experience training or supporting staff on procedures or systems.

Working Conditions & Physical Demands
Work is primarily sedentary with periods of light activity. Essential functions may include walking or standing for brief periods; lifting and carrying materials up to 20 pounds; climbing stairs; bending; reaching; handling objects; and operating a computer and standard office equipment. The role requires effective communication and the ability to receive and process information through normal or aided vision, hearing, or other assisted means.
Work is performed in a district office or administrative setting with regular collaboration across departments and external partners, and may include occasional evening or weekend responsibilities. Duties may be performed with or without reasonable accommodation.
Employees in this category will also receive the following for the 2025-2026 school year:

1. Non-Recurring Pay: 8% of base salary in Non-Recurring Pay (distributed as 4% on November paycheck and 4% on May paycheck).
2. Professional Development Fund (PDF): __EXEC Pro employees will be allocated $1,500 annually towards a Professional Development Fund (PDF) to be used for professional growth opportunities. Amount allocated will be prorated based upon date and length of hire.

Base Salary Setting: Employment, assignment and salary placement, is in accordance with job description requirements. A work history is required to demonstrate job title, job duties and time worked in the position. Reference the linked How Your Compensation Is Determined for more details.
Salary Setting (New Hires): Newly-employed Executive Professionals will be placed on the twenty (20) step system. Each step represents two years of experience, based upon equivalent experience. Beginning in July 2025, The maximum number of years of experience granted is 14, which is equivalent to placement on step seven (7). Steps are determined by experience listed on the application and resume.
Salary Setting (Rehires): Returning employees who have previously resigned or separated from the District will be rehired at the same step they were on at the time of resignation/separation plus any new experience gained in the same job, provided step increases were approved by the Board during the years in question.
Employees with experience in the District who have left the District and then returned to the same position shall be hired at the same pay grade (refers to the __EXEC Pro placement on salary schedule by job title) and step at time of resignation. Additional relevant experience gained after resignation may be evaluated from the employee's application and updated resume.
See Employee Handbook (located on the D11 website) for information on salary setting for rehires (after retirement), promotions and lateral transfers.
EQUAL EMPLOYMENT OPPORTUNITY
School District 11 is committed to a policy of nondiscrimination in relation to disability, need for special education services (whether actual or perceived), race, creed, color, sex, marital status, sexual orientation, transgender status, gender identity, gender expression, national origin, religion, ancestry, age, genetic information, or protected activity in its programs and activities and provides equal access to the Boy Scouts and other designated youth groups. Any harassment/discrimination of students and/or staff, based on the aforementioned protected areas, will not be tolerated and must be brought to the immediate attention of the school principal, D11 administrator/supervisor or D11 nondiscrimination compliance/grievance coordinator.
NONDISCRIMINATION COMPLIANCE COORDINATOR, the Office of Equal Opportunity Programs and Ombudservices, has been designated to coordinate compliance with: Equal Pay Act of 1963, Civil Rights Act of 1964, as Amended, Age Discrimination in Employment Act of 1967, Title IX - Education Amendments Act of 1972, Section 504 of Rehabilitation Act of 1973, Pregnancy Discrimination Act of 1978, and Americans with Disabilities Act of 1990. For additional information, please contact the District 11 Office of Equal Opportunity Programs & Ombudservices at 1115 North El Paso Street, Colorado Springs, CO 80903-2599, Phone: 719-520-2288, FAX: 719-520-2442
The following Board policies address nondiscrimination in District 11: AC, AC-R, GBA, GBAA, JBB, JBB-R