TITLE Administrative Coordinator, Facilities Management
CLASSIFICATION NUMBER 8876
IMMEDIATE SUPERVISOR Associate Director of Facilities Management
MAJOR ADMINISTRATOR Director of Facilities Management
The Administrative Coordinator, Facilities Management performs responsible supervisory and administrative work supporting the functions of the Facilities Management Department including personnel who are responsible for the daily work management (work orders) system, data collection systems, and other business services functions of the department. The Administrative Coordinator, Facilities Management organizes and manages all aspects of customer service functions for the department. The Administrative Coordinator, Facilities Management develops and maintains technical specifications for service contracts for the department. The Administrative Coordinator, Facilities Management assists in the annual assessment of the department, buildings, and operations. The Administrative Coordinator, Facilities Management assists the Assistant Directors of Facilities Management (Maintenance, Grounds, and Custodial) by providing data to support the development of long-range plans for upgrading the infrastructure of the University and assists with the development and implementation of a viable preventive maintenance program. In conjunction with the respective supervisors, the Administrative Coordinator, Facilities Management develops, schedules, and/or presents training events to include safety and professional development topics.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A Bachelors’ degree is required. A Bachelor’s degree in Business Management, Marketing, Communications, or Business Administration is preferred.
Experience: With an unspecified Bachelor’s degree, at least four years of related work experience is required; with a Bachelor’s degree in Business Management, Marketing, Communications, or Business Administration, two years of related work experience is required. Experience in the direct supervision of others is required. Experience in implementing, providing training, and operating a computerized maintenance management system is required. Experience with web page authoring, maintenance, and editing is required. Experience in social media, email marketing, online communities, and other online marketing strategies is required. Experience and familiarity with technical specification writing and contract bidding is preferred. Experience with assessment or program evaluation is preferred. Experience with accounting procedures for credit cards, accounts payable, invoices, and internal and external billing 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, use of Adobe software, 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. Plans, assigns, and reviews 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 in the Work Management and Key Control offices 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 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 Key Control, 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 developing training on the electronic inventory and 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 Work Management and Key Control 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 of 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 MAY 2017
JOB FAMILY 4
Factor 1: Professional Knowledge, Skill, and Technical Mastery
Level 3 - 1500 Points: Entry-level knowledge of the principles, concepts, practices, and methods of an administrative, managerial, technical, or professional specialty. Knowledge permits employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in professional or technical areas including accounting or auditing, financial management, business administration, human resources, law, engineering, science, or medicine, while gaining familiarity with the University's policies and goals, business practices, and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project, or to complete stages of a multi-phase project. Alternatively, knowledge at this level might also permit the employee to carry out recurring tasks and routine assignments requiring moderate 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. Knowledge requirements may also include a limited amount of related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with a moderate level of additional related work experience or a non-specific Master's degree requirement with some related work experience.
Factor 2: Supervisory Responsibility
Level 3 - 270 Points: Supervision of a limited number of (a) operative, administrative support, or paraprofessional employees who do not exercise a full range of supervisory responsibilities over other full-time employees, (b) a very small number of professional employees, or an equivalent combination of (a) and (b). The incumbent performs a full range of supervisory responsibilities including performance reviews of subordinates. The incumbent is generally responsible for training, planning, and directing the work of permanent employees, and provides major input into 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 3 - 500 Points: The employee operates under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Administrative supervision is given through statements of overall program or project objectives and available resources. Administrative guidelines are relatively comprehensive and the employee need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations, the employee must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, or incomplete or conflicting data. The employee must interpret and refine methods to complete assignments. Characteristic jobs at this level may involve directing single-purpose programs or performing complex, but precedented, technical or professional work.
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.