Facilities Operations Coordinator

Job Description

Reporting to the Assistant Vice President for Facilities Operations, this position serves as the Facilities Operations Coordinator for the office of Facilities Operations. This position will perform a wide variety of activities to assist the Assistant Vice President for Facilities Operations. The incumbent will manage daily operations for Facilities Operations, including planning, reporting, and records administration. Incumbent will independently draft strategic planning reports, recurring unit reports, and handle submissions for university-level assessment activities that are submitted to the Office of the Vice President for Facilities via the Assistant Vice President for Facilities and Operations. The incumbent will also manage the production, review, and distribution of internal and external unit communications including preparation of websites, agendas, briefing reports, complex presentations and project tours support. This will include coordinating with all Facilities Operations staff members for submissions of such items as meeting materials and presentations, critical needs requests, etc. which are also submitted to the Assistant Vice President for Facilities Operations and the Deputy to the Vice President for Facilities Operations or other university offices.

The Operations Coordinator will coordinate across all units within the Facilities Operations enterprise and is responsible for business services management of the organization.

This position is also be responsible for leading general office functions, serving on university, divisional, and departmental committees, monitoring training requirements for Facilities Operations personnel, and tracking ongoing projects and initiatives for the Assistant Vice President.

The incumbent must be detail, action, solution, and results oriented and dedicated to continuous improvement. The incumbent is expected to fulfill identified responsibilities with limited supervision while maintaining effective communication with departmental staff and leadership.

Other responsibilities include:
• Developing, interpreting, and implementing business and administrative communications, policies, and procedures.
• Serving as primary liaison with the Deputy to the AVPFO, University Design and Construction units, Human Resources, Operations Communications, Operations IT, Facilities Finance, and other departmental and divisional units for business management and administrative matters.
• Providing oversight to the Assistant Vice President’s scheduling, unit, and operational functions.
• Developing and reviewing signature items for the Assistant Vice President, verifying facts and format, presenting alternative options, and preparing responses.

Required Qualifications

• Bachelor’s degree in business, public administration, or related field, or equivalent combination of education and experience that equates to a degree;
• Experience as an operations manager/coordinator, or similar role supporting an executive, with experience in planning, reporting, and general operational and/or administrative functions;
• Experience such as office, contract, human resource, records, and policy management.
• Experience such as drafting and editing correspondence, reports, and other documents.
• Experience establishing, monitoring and reporting upon multiple financial accounts and funding streams.
• Experience arranging operational logistics for meetings, events, and/or programs.
• Exceptional writing and communication skills, including proven ability to prepare and present clear and concise reports to senior management and articulate complex and/or technical issues to various levels of organizational stakeholders;
• Demonstrated ability to successfully handle sensitive discussions; strong personal ethics commitment; and demonstrated sound judgment;
• Exceptional interpersonal skills with the ability to interact and communicate professionally and effectively at all levels within the organization, including staff and Facilities leadership, and individuals of diverse backgrounds;
• Demonstrated ability to prioritize and manage multiple tasks concurrently; excellent organizational and delegation skills; and ability to work collaboratively in a team environment;
• Commitment to high level of customer service; and
• Analytical, critical thinking, and problem-solving skills, with strong attention to detail and ability to see the big picture.

Preferred Qualifications

• Demonstrated administrative responsibility in higher education, public sector, or design and construction support operations;
• Demonstrated knowledge of federal and state laws and regulations applicable to a higher education environment, and/or;
• Working knowledge of university organizational structure, policies,