Sustainability Support Coordinator (Administrative Support Coordinator ll), Facilities Planning and Management

Job Summary:
Under general direction, coordinates and performs the administrative support functions for the Office of Sustainability by administering office operations, utility information systems, sustainability events, project coordination, reporting activities, and operational support services. Serves as the primary administrative liaison with campus departments, auxiliary organizations, vendors, and community partners to coordinate administrative processes, maintain records and information systems, and support sustainability initiatives through independent coordination of multiple projects, operational activities, and office priorities in accordance with university policies and procedures.

Responsibilities:

Utility and Information Systems Support

• Coordinates the collection, organization, and maintenance of utility and sustainability information in support of campus and systemwide reporting requirements.
• Maintains utility and sustainability databases and tracking systems to ensure records are complete, current, and accessible.
• Compiles information from multiple sources and prepares routine reports, summaries, and supporting documentation.
• Coordinates campus-wide reporting activities by gathering information from departments, auxiliaries, vendors, and service providers.
• Identifies data entry errors, missing information, and reporting discrepancies and coordinates corrective actions with appropriate stakeholders.
• Supports utility billing and chargeback processes through routine data entry, documentation, reconciliation, tracking, and recordkeeping.
• Serves as a liaison with campus departments and utility providers regarding service requests, account maintenance, and operational inquiries.
• Maintains sustainability websites, dashboards, and informational resources by updating content and ensuring accessibility compliance.
• Coordinates sustainability-related service requests and maintains related records and documentation.
• Apply established policies and procedures to support efficient office and program operations.

Event Planning, Coordination and Support

• Coordinates and implements campus-wide sustainability events and outreach initiatives, ensuring alignment with institutional goals and campus priorities.
• Coordinates event logistics and operations across departments and external partners, including scheduling, space, vendors, and compliance with campus policies.
• Coordinates event promotion and outreach, including digital communications and marketing materials, in collaboration with campus stakeholders.
• Serves as a central point of coordination for event activities, facilitating communication among campus units, student groups, vendors, and community partners to ensure timely execution and issue resolution.
• Coordinates sustainability-related operational services for events, including waste diversion; tracks service delivery, and ensures accurate cost recovery.
• Collects participant feedback and prepares summaries for management review. Coordinates post-event follow-up activities, documentation, and record retention. Assists with identifying opportunities to improve event logistics, communication, and participant engagement.

Administrative and Project Support

• Coordinates sustainability programs, initiatives, and operational projects in support of campus priorities. Assists with project scheduling, communication, documentation, and coordination among stakeholders.
• Maintains project records, files, and supporting documentation.
• Prepares and distributes reports, correspondence, and program materials, including routine summaries and visual presentations of information.
• Coordinates operational functions of the Office of Sustainability, including scheduling, workflow tracking, documentation, and standard operating procedures
• Serves as a point of contact for sustainability-related inquiries, facilitating communication and coordination among campus departments, vendors, and community members.
• Coordinates meetings, prepares agendas, records meeting notes, and follows up on action items. Assists with project activities, including logistics, documentation, and follow-up on action items.
• Coordinates service requests, work orders, project tracking, and chargeback processes within campus systems (e.g., CMMS), ensuring accuracy and completion.
• Provides coordination and guidance to student assistants or project participants, and completes special projects involving cross-functional coordination, data analysis, and process improvements.
• Process chargeback requests

Other classification related duties as assigned

• Serve on department and/or university commit