TITLE Administrative Coordinator, Facilities Management
CLASSIFICATION NUMBER 8876
IMMEDIATE SUPERVISOR Associate Director of Facilities Management
The Administrative Coordinator, Facilities Management provides responsible administrative and supervisory support for Facilities Management and provides the customer service and communication interface between Facilities Management and the University Community. The Administrative Coordinator, Facilities Management is responsible for the Computerized Maintenance Management System (CMMS) including receiving and routing of work requests, associated data collection, cost accounting, training, and report generation. The Administrative Coordinator, Facilities Management works closely with the Facilities Maintenance lock shop to manage and track University keys for assigned areas and provides information technology support for Facilities Management and other areas as assigned. The Administrative Coordinator, Facilities Management organizes data and provides reports for regular assessment of department operations, buildings, and equipment and provides data to support departmental leadership in the development of long-range and short-range plans for staffing, budgeting, equipment replacement, infrastructure upgrades, etc. The Administrative Coordinator, Facilities Management assists with the development and management of various service contracts in support of Facilities Management. The Administrative Coordinator, Facilities Management assists in the development of standard processes for assigned areas, provides training and support regarding departmental processes and software, and will assist in other areas as assigned.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A bachelor's degree is required. A bachelor’s degree in Business Management, Marketing, Communications, or Business Administration is preferred.
Experience: At least 2 years of experience in the direct supervision of others is required. Experience with assessment or program evaluation is required. Experience with accounting procedures for credit cards, accounts payable, invoices, and internal and external billing is required. Experience in implementing, providing training, and operating a computerized maintenance management system is preferred. Experience with web page authoring, maintenance, and editing is preferred. Experience and familiarity with technical specification writing and contract bidding is preferred. Experience in developing and maintaining work logs and reports for management review of departmental effectiveness is preferred. Work experience in higher education is preferred.
Skills: Supervisory skills, particularly the ability to analyze, instruct, and delegate to others, are required. Computer skills, including the development of spreadsheets and reports, web and computer database applications, programs, and peripheral devices, are required. The ability to read, write, and interpret contract documents is required. Strong customer service skills are required. Strong interpersonal communication, organizational, and administrative management skills are required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
Effort: The incumbent may occasionally lift and transport materials and equipment weighing up to twenty-five pounds. The incumbent must be able to move throughout campus, including climbing stairs and ladders to inspect work of others. Work is performed indoors and out-of-doors, occasionally in environments that are dusty, noisy, or which could have work hazards.
Other: The scope of the position may require occasional response to emergencies or other unforeseen situations around-the-clock.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Supports the Facilities Management department by assisting the Associate Director and the Assistant Directors of Facilities Management (Maintenance, Custodial, and Grounds) in the development of departmental procedures, employee orientation, developing and scheduling training on a variety of topics, and coordinating training records.
2. Works with the appropriate management staff to plan, assign, and review work activities for Business Services, Facilities Maintenance, Grounds, and Custodial staff by utilizing the Computerized Maintenance Management System (CMMS) application, providing advice to staff on procedures, problem areas, job specifications, and required documentation.
3. Develops technically qualified and cooperative support staff by supervising and evaluating assigned staff and assuring compliance with University policies and departmental procedures.
4. Coordinates and oversees procurement actions by establishing and implementing service contracts, establishing appropriate procedures for contract administration, assuring procurement actions and contract administration are in compliance with all University policies and departmental procedures, preparing and writing technical specifications for all service contracts, including but not limited to, glazing, emergency roof repair, emergency generators, water treatment chemicals, emergency plumbing repairs, insulation installation and repair, emergency electrical repairs, grounds and lawn care services, and contract carpet cleaning, and ensuring that all contracted services meet expected results through communication with the departmental unit ordering the services and the respective service contractor.
5. Oversees and manages the Work Management office and Accounting Specialist by coordinating the timely and appropriate response of the departmental operating units to requests for both emergency and routine work orders, developing statistics regarding work order performance and customer satisfaction, ensuring the Work Management office prepares weekly, monthly, and annual reports for work order traffic handled by each departmental unit, advising University departments on associated costs for all requested work orders, and coordinating with the Accounting Specialist billing and recharge activities to ensure accuracy.
6. Oversees and manages the functions of Information Technology, Key Control, and the Academic Lock Shop operations for the department by ensuring that University policies and departmental procedures are adhered to, the appropriate secured access to facilities is maintained and building access and keying information is maintained appropriately in the Computerized Maintenance Management System and coordinated with other Business Services staff.
7. Assists in the annual assessment of the department, buildings, and operations, performs and maintains condition surveys and life cycle cost data on facilities and infrastructure, provides data to support facility repairs and improvements, and identifies and develops in-house applications to assist data management efforts.
8. Ensures proper interface between administrative support operations, work orders, and the supply of parts by supervising support staff and developing training on the electronic work order system for Business Services, Facilities Maintenance, Grounds, and Custodial staff, as well as other University functional areas when appropriate.
9. Helps to reduce the impact of interruptions to utility services (i.e., heating, cooling, and electricity) and disruption of the typical routine due to construction and maintenance projects by facilitating approvals and notifications to the campus community.
10. Organizes and manages all aspects of customer service functions for the department and sets standards for personnel in a manner that promotes excellent customer services and user-friendliness by focusing on customer needs and customer satisfaction, projecting a positive customer service environment to both internal and external customers, and promotes and encourages an attitude of exemplary customer service and high integrity to all the staff within Facilities Management.
11. Helps gather and disseminate information appropriately for the department, coordinates and implements assigned websites, social media, email marketing, online communities, and other online marketing strategies for the department.
12. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
13. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as required by the Associate Director of Facilities Management.
14. Contributes to the overall success of the Facilities Management department and performing all other duties and responsibilities as assigned.
The Administrative Coordinator, Facilities Management is supervised by the Associate Director of Facilities Management, supervises assigned administrative support staff, enforces University policies and departmental procedures, and makes recommendations which are given particular weight regarding the hiring, termination, advancement, promotion, and other changes of status of those supervised.
OFFICE OF HUMAN RESOURCES
REVISED OCTOBER 2021