Facilities Support Specialist

The Facilities Support Specialist provides comprehensive administrative and operational coordination for the Facilities Department by managing the department's administrative processes, purchasing support, inventory systems, key control, fleet coordination, facilities scheduling, and departmental records. This position serves as the primary coordinator for the department's business operations, ensuring efficient workflows, accurate documentation, responsive customer service, and compliance with College policies and procedures.

The Facilities Support Specialist works collaboratively with Facilities leadership, campus departments, vendors, and contractors to support the safe, efficient, and effective operation of campus facilities.

Major Responsibilities Administrative Operations Coordinates the daily administrative operations of the Facilities Department by maintaining departmental records, coordinating communications, managing documentation, supporting Facilities work requests, coordinating vendor visits and deliveries, overseeing shipping and receiving activities, and ensuring administrative processes are completed accurately and efficiently.

Purchasing & Financial Coordination Coordinates departmental purchasing activities by processing purchase requisitions, standing orders, purchase card transactions, invoices, and change orders while maintaining accurate purchasing records and ensuring compliance with institutional purchasing policies and procedures. Serves as the primary administrative resource for purchasing communication between Facilities staff and vendors.

Asset & Inventory Management Maintains departmental inventory systems and fixed asset records by coordinating inventory activities, supporting institutional audits, tracking grant-funded equipment, and ensuring inventory documentation remains accurate, complete, and compliant with College requirements.

Key & Access Control Administration Administers the department's key control records by maintaining key inventories, issuing and receiving campus keys, maintaining electronic access device assignments, documenting custody records, and supporting campus physical security through accurate access management.

Fleet Coordination Coordinates departmental vehicle operations by scheduling vehicle usage, maintaining maintenance and fuel records, coordinating service appointments, processing vehicle registration and licensing documentation, and preparing utilization reports.

Space Scheduling & Event Coordination Coordinates reservations for common and outdoor campus spaces utilizing College scheduling systems, collaborates with campus departments regarding scheduling requests, and coordinates Facilities support requirements for campus events.

Customer Service & Department Support Provides professional customer service to faculty, staff, students, vendors, and contractors by responding to inquiries, assisting with departmental projects, supporting operational initiatives, and performing other duties as assigned.

Minimum Qualifications High school diploma or GED required.

Associate degree in Business Administration, Office Administration, Facilities Management, or a related field preferred.

Minimum of three (3) years of progressively responsible administrative, office coordination, purchasing, facilities support, or operations experience.

Demonstrated experience utilizing computerized administrative systems.

Preferred Qualifications Experience working within higher education or a large, multi-department organization.

Experience with purchasing, inventory control, fleet coordination, or facilities operations.

Experience using enterprise resource planning (ERP) systems.

Experience coordinating multiple projects simultaneously.

Knowledge, Skills, and Abilities Demonstrated organizational and project coordination skills.

Strong written and verbal communication skills.

Ability to manage multiple priorities while meeting established deadlines.

Strong attention to detail and accuracy.

Excellent customer service and interpersonal skills.

Ability to establish and maintain effective working relationships across multiple departments.

Ability to interpret and apply College policies and procedures.

Ability to exercise sound judgment when coordinating departmental operations.

Ability to maintain confidential information.

Proficiency in Microsoft Office Suite.

Ability to learn and effectively utilize institutional software systems including Workday, Banner, Ivy Market, 25

Live, and Facilities management software.

Physical Demands Frequent sitting, standing, and walking. Frequent use of computers and standard office equipment. Occasional lifting of materials weighing up to 25 pounds. Occasional travel throughout campus locations.

Hourly Pay Rate: $18.00 to $20.00 per hour based on experience

Ivy Tech is committed to supporting the well-being, growth, and financial security of our full-time faculty and staff. Our comprehensive benefits package includes:

Health & Wellness Multiple medical plan options…