Administrative Coordinator: Facilities

The Facilities Administrative Coordinator performs departmental duties in assigned areas by coordinating multiple or complex processes that require analytical decision-making skills. The Facilities Administrative Coordinator provides information and assistance to the college departments. The Facilities Administrative Coordinator generates reports, requisitions, and purchase orders. Updates and manages department files and records. Schedules department meetings. The Facilities Administrative Coordinator may conduct training sessions on procedures and expectations for handling off-hour calls.

The work schedule for this position is flexible and may include working evenings and weekends and local travel. Performs duties in assigned areas by coordinating multiple or complex processes that require analytical decision-making skills

Provides information and assistance to the college and the public by answering, screening and directing phone calls; reviews and responds to emails; prepares and proofs reports, letters, spreadsheets, and requisitions; coordinates meetings, and takes notes

Manages assigned online files and groups, including records management and communication tools. Updates and manages department files and records. Generates reports, requisitions, purchase orders, and monitors invoices. Create and distribute College alerts

Gathers, assembles, updates, and distributes a variety of department or college specific information, forms, records, ad-hoc reports and data as requested. Creates presentations in multiple formats. Responsible for developing and maintaining reports and records for the department

Develops and demonstrates basic proficiency in AutoCAD within the first year of employment to support Facilities coordination and administrative function

Tracks financial activity and departmental budgets; reviews financial transactions and other documents for accuracy and availability of funds. Ensures compliance with laws and College regulations and policies. Prepares financial documents as requested

Responds to complex requests for information from staff

Interacts with staff and the general public to answer questions concerning processes and procedures. Keeps current with all policies and procedures and processes for College systems and serves as a clearinghouse for inquiries and support to these systems, making referrals to appropriate areas as needed

Supervises and evaluate part-time temporary staff to include prioritizing and assigning work; ensuring staff members are trained, making hiring, termination and disciplinary recommendations

Distribute revisions of roster to all facilities staff and police dispatch

Coordinates projects with administrative leadership, supervisor, and related groups regarding budget, confidential records, and upcoming projects. Stresses the importance of providing detailed communication to campus managers, EH&S and pertinent stakeholders

May assist with facilities and IT access requests. Functions as a liaison between staff as assigned

Orders and maintains materials and supplies

Troubleshoot, advise and support staff and various departments to implement, update and resolve technical problems including submitting and following up on IT tickets, FAMIS requests, purchasing, research requests and similar items

Apply critical thinking and make decisions within the scope of the role including anticipating potential changes, concerns, and responses and then makes appropriate adjustments

Takes initiative, responds to changing priorities, and facilitates resolution of issues as they arrive

Coordinates with other support staff based on area organization including but not limited to arranging coverage, project support, site support and planning, operational support and planning. Provides feedback on these and related activities to administrators and other supervisors

Performs all other duties and responsibilities as assigned or directed by the supervisor

Associates Degree/Vocational or technical training in office management and Three to five years of related experience providing technology general office support or An equivalent combination of certification, education and experience sufficient to successfully perform the essential duties of the job such as those listed above

Bachelor's degree and/or advanced certification in administrative support or related area Previous exposure to AutoCAD or similar drafting software

Develops and demonstrates basic proficiency in AutoCAD within…