| JOB TITLE: Office Coordinator I, Facilities |
FLSA: Non-Exempt GRADE: B23 |
| LOCATION: As Assigned |
| REPORTS TO: Director, Facilities/Associate Business Officer |
PURPOSE AND SCOPE:
This position is responsible for coordinating the daily functions of the Facilities Operations Office. This includes the day-to-day coordination of work orders, prioritizing requests, dispatching staff and communicating emergencies. Manages and maintains computerized system and database for receiving, tracking, and documenting work-orders and projects. Coordinates daily facility maintenance, budget expenditures, personnel record maintenance, requisitioning processes. Provides and coordinates part time, support to Director, Associate Business Officer and a staff of over 25.
ESSENTIAL JOB FUNCTIONS:
Coordinates work activities among various physical plant departments including maintenance, HVAC, custodial, grounds and mailroom/transportation.
Facilitates and coordinates communications utilizing radios, pagers, telephones and other electronic devices.
Receives, prioritizes and dispatches personnel to meet emergency, high priority and routine requests across campus.
Maintains computerized tracking system for all work-orders. Produces reports and tracks progress of request or projects.
Coordinates budget process including planning, building budget, monitoring expenditures, preparing transfer requests and reporting on status/balances.
Coordinates, creates and maintains electronic requisitions.
Coordinates and facilitates bid processes with vendors on contract services such as pest control.
Responsible for personnel record maintenance including input of payroll and tracking of benefit time.
Coordinates meetings and travel schedules for operations staff.
Supervises, trains, part-time staff and student workers.
Organizes and maintains office, equipment and facilities library which includes documentation of projects, architectural and engineering plans, catalogs, job specifications and manuals.
KNOWLEDGE, SKILLS, EXPERIENCE:
High School diploma required. AA in Business Management preferred. Five years experience in administrative support. Three+ years in coordination/supervision of office functions. Training in office administration, with progressive work experience. Ability to prioritize own work and work of others. Strong organizational skills and ability to handle multiple activities, projects and priorities at same time. PC experience with ability to learn new software including spreadsheets, word processing and databases. Ability to work with minimum supervision and maintain confidential information. Excellent communication skills with ability to calm customers in crisis/emergency conditions.
EQUIPMENT USED:
PC workstation running on a LAN in a Microsoft Windows environment, calculator, phone and other general office equipment as required.
CONTACTS:
College/District Staff - This position will interact on a daily basis with employees at all levels including senior management.
Students - This position will regularly interact with the student population as a whole.
External - This position will interact daily with applicants and regularly with vendors providing support services and products.
COMPLEXITY/EFFORT:
This position receives general instruction. Sets priorities and procedures for accomplishing work based on previous experience and knowledge of organizational policies and procedures. Most of the work is varied, short-cycled and clerical in nature, although at least 20 to 30% is project oriented and required the use of technical knowledge and/or experience to accomplish work.
WORKING CONDITIONS:
The incumbent works in an office/shop environment. May be exposed to occasional safety hazards when dealing with or working around equipment.
GENERALIZED WORK ACTIVITIES:
Coordinating the Work and Activities of Others - Getting members of a group to work together to accomplish tasks.
Scheduling Work and Activities - Scheduling events, programs, activities, as well as the work of others.
Organizing, Planning, and Prioritizing Work - Developing specific goals and plans to prioritize, organize, and accomplish your work.
Performing Administrative Activities - Performing day-to-day administrative tasks such as maintaining information files and processing paperwork.
Working with Computers - Using computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
Processing Information - Compiling, coding, categorizing, calculating, tabulating, auditing, or verifying information or data.
LAST MODIFIED:
Apr-24-2003