Coordinator​/Business Operations​/Facilities Management

COORDINATOR / BUSINESS OPERATIONS / FACILITIES MANAGEMENT Position Summary

Provides primary administrative support for the Associate Vice President of Facilities Management including supervision of the Facilities Management Service Center support staff.

Works closely with Human Resources regarding all hiring, personnel transactions, leaves, absentee program, and personnel file management for employees within Facilities Management. This position acts as a liaison between the department directors and the AVP of Facilities Management, providing support if needed. Coordinates the workflow of office professionals within the department as needed.

• Bachelor’s degree or equivalent combination of education and experience that equates to four years.
• Two years of related work experience.
• Experience with Microsoft Word.
• Customer service experience.
• Spreadsheet and/or database experience.
• Organizational skills with strong attention to detail.
• Demonstrated positive interpersonal skills.
• Effective verbal and written communication skills.
• Ability to project a positive attitude.
• Ability to manage multiple projects and meet deadlines with accurate results.
• Ability to compose, proofread and edit correspondence.
• Ability to perform the essential functions of the job.

• Knowledge of specific software programs and/or mainframe/systems skills may be desired by the hiring department (e.g., Excel, Access, SAP).
• Demonstrated ability to design/maintain web pages.

• Supervision of the Facilities Management Service Center OP staff.
• Provides administrative support to the Associate Vice President for Facilities Management (AVP/FM).
• Coordinates and maintains a complex calendar for the AVP/FM scheduling meetings and appointments, exercising discretion in arranging appointments, coordinating with other offices, arranging meeting details, and ensuring that meeting logistics and materials are provided.
• Coordinates the AVP/FM calendar internally with other office professionals in FM and externally with other university offices and external organizations.
• Oversees the personnel administrative process for Facilities Management for full time, part time, temporary, and student positions and employees; works closely with Human Resources; maintains weekly vacancy report; and updates the AVP/FM.
• Handles recruitment and personnel programs for Facilities Management positions including full time, part time and temporary; collaborate with FM departments, Human Resources and other university departments to ensure a timely and smooth process.
• Processes departmental time for FM management staff.
• Facilitates the departmental leave notification process, including, but not limited to, the Family Medical Leave Act and leave of absences.
• Administers and monitors the FM absenteeism program in collaboration with Human Resources, provides data and reports to directors and the AVP/FM.
• Ensures FM office functions run smoothly by making day‑to‑day decisions, following guidelines set by the AVP/FM and in accordance with university policies and procedures.
• Serves as the Office Professional Team Leader to provide overarching administrative support, guidance and coordination to all Office Professionals in the FM organization; communicates routinely with other Office Professionals to synchronize calendars, normalizes administrative processes, and ensures a cohesive and complimentary administrative support structure for FM.
• Assists and supports all FM directors and work closely with other Office Professionals and administrative team members within and outside of Facilities Management; coordinates and independently monitors the work flow of other office professionals and supports staff organizing priorities, scheduling and staff training.
• Proactively engages with all FM departments to maintain an understanding and awareness of their daily activities, procedures and challenges; coordinate efforts to ensure resolution of challenges and to inform others of proper processes and administrative procedures.
• Creates, updates, coordinates, reviews, edits, submits and files departmental memos, correspondence communications and…