Administrator - Community Use

Overview

POSITION TITLE (Oracle title)

ADMINISTRATOR

WORKING TITLE

Administrator-Community Use 

SCHOOL/DEPARTMENT

Community Services 

LOCATION

Crossroads II, Cary, NC

PAY GRADE

Administrator Band 4

FLSA STATUS

Exempt

ELIGIBILITY FOR EMPLOYMENT CONTRACT

No

WORK WEEK SCHEDULE

Monday-Friday (occasional evenings and weekends) Position is available for a hybrid telework workweek 

POSITION PURPOSE:

Serves as a liaison between the department and its clients. Primary responsibility is to foster positive client relationships. Reviews the work of Community Use Specialist I and Community Use Specialist II positions. Responsible for identifying accuracy, delivering solutions, and resolving problems. Manages community use rentals; fostering new and existing client relationships; handling client communications, including listening and responding to needs and writing client reports; and communicating client needs to other staff members. Communicates costs and details of community use events to clients, as needed. Anticipates the client's needs, works within the school system to ensure deadlines for client are met, helps the client succeed, and keeps the client engaged with the district as a satisfied customer.

MINIMUM QUALIFICATIONS:  

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

• Extensive knowledge of designing and creating spreadsheets including the use of formulas within Excel;

• Considerable knowledge of Microsoft Office, specifically Microsoft Word, Excel, and Power Point; Google Apps;

• Knowledge of the departmental proprietary software (Prism); 

• Strong negotiation and presentation abilities with ability to follow-through on client expectations and contracts; 

• Ability to deliver client focused solutions; 

• Excellent verbal and written communication skills with an ability to build positive client relationships; strong listening skills;

• Ability to manage multiple projects and relationships simultaneously while maintaining sharp attention to detail;

• Ability to communicate clearly and concisely both in oral and written form using a variety of communication techniques and tools to ensure the appropriate flow of information, collaborative efforts, and feedback;

• Ability to liaise with cross-functional internal teams to improve the entire customer experience;

• Ability to collect, track and analyze large amounts of data;

• Ability to resolve complaints and prevent additional issues by improving processes;

• Ability to understand the customer's core needs even when not expressed directly;

• Ability to build rapport and collaborate with others within the school system and externally;

• Ability to always follow procedures and established guidelines;

• Ability to design and deliver trainings and presentations to adults in both large and small group settings;

• Ability to assess program needs and develop short-term and long-term goals and plans;

• Ability to establish and maintain effective working relationships with staff members of client agencies, vendors, contractors and the community.

EDUCATION, TRAINING, AND EXPERIENCE

• Bachelor's degree in business, communications, finance, marketing, or another relevant field; AND 

• Four years previous work experience in sales, property rentals, customer service, account management or relevant experience.

CERTIFICATION AND LICENSE REQUIREMENTS

• Must hold and maintain a valid motor vehicle operator’s license according to the State of North Carolina requirements.

PREFERRED QUALIFICATIONS:

• Proficient in Prism

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Responsible for collaborating with the Senior Administrator-Community Use to ensure daily, weekly, and monthly accounts maintenance is being performed.

Assists clients through email, phone, online, screen-share, and in person meetings.

Reviews performance of Community Use team members to ensure the timely and successful delivery of reservation confirmations and invoices according to customer needs; establishes timelines of performance; escalates concerns to Senior Administrator.

Communicates and coordinates with Community Use team, schools, and Central Services staff (Energy Management, Security, Maintenance, Risk Management, Athletics, Child Nutrition Services, etc.) to resolve conflicts, constraints, and concerns due to the scheduling and use of Wake County Public School Systems' (WCPSS) facilities by non-school site-based groups.

Assists Community Use team in meeting client needs and deliverables according to contracted timelines.

Evaluates the work of Community Use Specialist I and Community Use Specialist II positions; responsible for identifying accuracy, delivering solutions, and resolving problems.

Enhances department and System's reputation by accepting ownership for accomplishing new and different requests; explores opportunities to add value to job accomplishments.

Responsible for training Community Use team, assisting in keeping current clients satisfied and contractually compliant, and delivering exceptional client service on a day to day basis; follow-up with clients to resolve escalated concerns.

Maintains timely and accurate documentation of Community Use facilities records; plans and reports on account progress, monthly and quarterly standings, and forecasts future account activity to share with team members; maintains broad knowledge of client accounts.

Visits school sites to meet with school staff and clients, inspection of fields, and verify space capacity.

Performs other related duties, as assigned.

WORK ENVIRONMENT/PHYSICAL REQUIREMENTS

This position operates in a professional office environment and has a noise level of mostly low to moderate. This role routinely uses standard office equipment such as computers, scanners, and copiers. The position, at times, must be able to come into direct contact with school system staff, staff members of external agencies, and the community. Work is considered light physical work, requiring the exertion of up to 20 pounds of force. The work frequently requires driving automotive equipment. 

EFFECTIVE DATE:5/2026

DISCLAIMER:  The above statements are intended to describe the general purpose and responsibilities assigned to this position.  They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills required by the employees assigned to this position.  This description may be revised by HR and approved at any time.