2341 Coordinator, Business and Support Services, William H. Darr School of Agriculture

POSITION IDENTIFICATION

TITLE Coordinator, Business and Support Services, William H. Darr School of Agriculture

CLASSIFICATION NUMBER 2341

GRADE 46

CLASSIFICATION   Exempt

IMMEDIATE SUPERVISOR Head, William H. Darr School of Agriculture

MAJOR ADMINISTRATOR Provost

GENERAL FUNCTION

The Coordinator, Business and Support Services, William H. Darr School of Agriculture plans, organizes, and conducts business and support services for the William H. Darr School of Agriculture, which includes Karls Hall, the William H. Darr Agricultural Center, Baker’s Acres, the Mountain Grove campus, and the Journagan Ranch. The Coordinator, Business and Support Services oversees and coordinates purchasing, contracted services, event planning and facility rental, property control, motor pool maintenance, and the delivery of essential facility maintenance, repair, and custodial services. The Coordinator, Business and Support Services ensures compliance with health, life safety, and building codes, recommends priorities for needed repairs and renovations, and facilitates the acquisition and divestiture of property. The Coordinator, Business and Support Services assists in the preparation of the annual state appropriations request for maintenance and repair of existing University buildings and facilities. The Coordinator, Business and Support Services develops and maintains policies and procedures to establish and maintain legal and environmental compliance, financial accountability, fiscal control, risk management, and effective resource utilization for assigned programs and represents the School of Agriculture in negotiations and the awarding of contracts with the authority to obligate physical and financial resources.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Bachelor’s degree in Agriculture, Business, Engineering, Public Administration, or a related field is required.

Experience: At least three years of comprehensive management experience that includes some or all of the following areas: agricultural land management, purchasing, contract management services, accounting, budgeting, insurance and risk management, records management, property and equipment acquisition and management, real estate acquisition and divestment, administrative business systems software, bid documentation, and prevailing wage documentation.  Supervisory experience is required.  Experience at an institution of higher education is preferred.   

Skills: Leadership abilities are required.  Management skills, particularly problem-solving and decision-making as well as organizational and supervisory skills, are required. Strong verbal and written communication skills are required. Computer literacy is required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.

Other: Scope of the job frequently requires working in the evenings and on weekends. The scope of the position requires responding to facilities emergencies or other unforeseen situations around-the-clock. A valid Missouri driver's license is required.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1.  Ensures the coordinated delivery of essential support services for the William H. Darr School of Agriculture by organizing the functions of purchasing, contract services, event planning and facility rental, property control, motor pool maintenance, facility maintenance and repair, and custodial services in a logical, non-duplicative manner. 

2. Develops policies and procedures and establishes goals and objectives to meet the support needs of the William H. Darr School of Agriculture and evaluates progress toward their achievement.

3. Working in coordination with the Head, William H. Darr School of Agriculture, assists in the preparation of the annual operating budget by planning, developing and controlling assigned budgets and monitoring assigned operating budget expenditures throughout the year.

4. Ensures that the facilities of the School of Agriculture serve the academic and special event needs of the University by planning, coordinating, and scheduling varied activities to achieve maximum utilization of facilities while generating revenue from appropriate contractual use agreements with outside organizations.

5.  Advises the Head, William H. Darr School of Agriculture regarding the improvement of School of Agriculture facilities by assessing the condition of facilities, establishing project priorities and developing long range plans for maintenance and repair of facilities and grounds.

6.  Ensures that grounds, custodial, and mechanical services meet the guidelines established by the University by developing long range plans for the purchase and replacement of equipment, training, staffing needs, and needed contract services.

7.  Evaluates the condition of all School of Agriculture buildings and facilities by inspecting, evaluating, and documenting their current condition and compliance with life safety and building codes and advising the Head, Wm. H. Darr School of Agriculture of the status of facilities regarding life safety requirements and making recommendations for corrective action of unsafe conditions in facilities.

8. Working in coordination with the Head, William H. Darr School of Agriculture, develops a master plan visioning guide for School of Agriculture properties and submits appropriate documentation for inclusion in the annual state appropriations request for maintenance and repair of existing University buildings as well as capital project requests and updates.

9. Assists in planning, sourcing, and supervising the construction of capital projects for the William H. Darr School of Agriculture.

10. Coordinates and administers risk management for the School of Agriculture in coordination with the risk management function of the University.

11.  Manages real estate activities for the School by conducting and supervising real estate procurements and divestments, including appraisals, negotiations, legal recording procedures, and related records management as directed.

12. Provides for effective records management in the area of responsibility by establishing and maintaining a records management program in compliance with University guidelines, State of Missouri records requirements, legal requirements, and standard business practices.

13. Reviews and recommends approval of contracts in compliance with University guidelines and in light of the adequacy of contract terminology, content, and obligation of resources of the School of Agriculture.

14. Supervises assigned staff, recruits and hires qualified applicants, provides training and orientation on policies and procedures, assigns areas of responsibility, supervises work activities, and evaluates performance.

15.  Reduces the potential for the loss of buildings and facilities as well as the lives of students, faculty, and staff from fire(s) by ensuring that all Fire Protection Systems such as fire alarm panels, emergency power systems for emergency lighting and exit signs, smoke/heat detectors, sprinkler systems, and fire pumps are checked regularly, meet National Fire Prevention Association (NFPA) standards, and are fully operational at all times.

16.  Reduces the likelihood of a significant disruption of mechanical services (i.e., heating, cooling, electricity) and assures around-the-clock responsiveness to mechanical failures or emergency situations by anticipating requirements for exceptional mechanical maintenance efforts, developing appropriate contingency plans to respond to those needs and other emergency conditions, coordinating for contracted services beyond the capabilities of the University to handle, and supervising (as needed) the maintenance effort(s) to restore the environment to normalcy.

17.  Ensures that the School of Agriculture has an operational fleet of vehicles and motorized agricultural equipment by directing a strategy of preventative maintenance for all vehicles and equipment which maximizes their availability and guarantees their operational condition, maintaining well-functioning garage facilities, managing the mechanical staff in the garage, coordinating a scheduling system for use of fleet vehicles, bidding out vehicle maintenance services beyond School of Agriculture capabilities, and keeping records of vehicle operational costs for use during budget development and capital replacement.

18.  Recommends the acquisition of contract services by writing and/or reviewing the specifications for the contract work to be performed, analyzing estimates from reputable vendors, and determining (in conjunction with the Procurement Services) the lowest/best bid.

19.  Ensures that contract services meet specified results by inspecting the work performed and directing corrective action to be taken as necessary to include renovation projects by observing the progress of projects, interpreting plans and specifications, and recommending change orders.

20.  Works with the Directors of Environmental Management, Facilities Management, and Planning, Design, & Construction to ensure the appropriate actions are taken to comply with federal and state environmental requirements.

21.  Reduces the likelihood of injury to or unsafe practices by employees by informing personnel of safety information regarding supplies and equipment, making that information available to all employees through posting on bulletin boards, and maintaining a file of all publications and bulletins regarding safety information.

22.  Ensures that personnel have the equipment and supplies necessary to perform services by reviewing requests from staff for supplies and equipment, requisitioning for replacement items as necessary, and directing the storage of supplies and equipment in a secure facility.

23.  Reduces the potential for loss or misappropriation of non-expendable University property by complying with established procedures for the receipt, tagging, storing, and subsequent accountability of property purchased by or donated to the University, assisting with physical inventories of University property, and reporting discrepancies between reported inventories and actual on-hand property.

24.  Promotes preventive maintenance as a strategy in maintaining equipment and mechanical tools by keeping accurate records on each piece of equipment indicating all required and performed maintenance, performing spot checks of equipment to determine their working condition, and scheduling and supervising the periodic cleaning and servicing of tools and equipment.

25. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

26. Remains competent and current through self-directed professional reading, develops professional contacts with colleagues, attends professional development seminars, and attends training and/or courses as directed by the supervisor.

27. Contributes to the overall success of the School of Agriculture by performing all other duties and responsibilities as assigned.

SUPERVISION

The Coordinator, Business and Support Services, William H. Darr School of Agriculture is supervised by the Head, William H. Darr School of Agriculture and supervises assigned full and part-time staff.

OFFICE OF HUMAN RESOURCES

NOVEMBER 2011

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 4 - 2300 Points: Knowledge of the principles, concepts, practices, methods and techniques of an administrative, managerial, or professional field such as accounting or auditing, financial management, business administration, human resources, engineering, social sciences, communications, education, law, or medicine. Knowledge permits the employee to complete assignments by applying established methods to recurring types of projects/problems susceptible to well-documented precedents or to schedule, plan, and carry out precedented projects. Alternatively, knowledge at this level might also permit the employee to carry out precedented projects requiring considerable experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty along with significant related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with substantial work experience or a non-specific Master's degree requirement with substantial work experience. Knowledge requirements generally also include a significant amount of related work experience and may include administrative or supervisory experience.

Factor 2: Supervisory Responsibility

Level 4 - 470 Points: Supervision of (a) a moderate number of operative, administrative support, or paraprofessional employees who do not exercise a full range of supervisory responsibilities over other full-time employees, (b) a small number of professional employees who exercise limited supervision of others, or (c) large numbers of student workers or graduate assistants, or some equivalent combination of the above. The incumbent performs a full range of supervisory responsibilities including performance reviews of subordinates. The incumbent is responsible for training, planning, and directing the work of permanent employees, and generally controls hiring decisions. Supervisory responsibilities consume moderate amounts of work time and may include general work planning tasks.

Factor 3: Interactions with Others

Level 4 - 500 Points: Interactions with others are somewhat unstructured. The purpose may be to influence or motivate others, to obtain information, or to control situations and resolve problems. Interactions may be with individuals or groups of co-workers, students, or the general public, may be moderately unstructured, and may involve persons who hold differing goals and objectives. Individuals at this level often act as a liaison between groups with a focus on solving particular unstructured problems. Interactions at this level require considerable interpersonal skill and the ability to resolve conflict.

Factor 4: Job Controls and Guidelines

Level 4 - 850 Points: The employee operates under administrative supervision and makes decisions based on broadly-stated University objectives and available resources. Administrative guidelines are expressed in terms of project or program outcomes and deadlines with few comprehensive guidelines. Decisions are based on inadequate guidelines that require considerable interpretation and force the employee to plan all phases of the assignment. Assignments may be unrelated in function and the work requires many different processes and methods and a great deal of analysis to identify the nature and extent of problems. The work may require the employee to develop new methods and to deal with many variables, including some that are unclear or conflicting. Characteristic jobs at this level may involve directing large and/or complex programs, projects, or departments in which the work cuts across functional lines or requires dealing with unprecedented issues.

Factor 5: Managerial Responsibility

Level 4 - 1500 Points: Work involves the primary accountability for a smaller department, program, or process. Work activities involve managerial decisions that directly affect the efficiency, costs, reputation, and service quality of the department, program, or process. Work affects a limited range of professional projects or administrative activities of the University. Work activities have a direct and substantial impact on the department. While work activities do have some effect on the efficiency and reputation of the cost center, departments, programs, or processes at this level represent a relatively minor function within the cost center. Employees in jobs at this level may have responsibility for developing budgets, distributing budgeted funds, and exercising the primary control over a relatively small budget.