Facilities Coordinator, College of Arts and Sciences

Pay Grade: 30E    Context of Job:   The College of Arts and Sciences (CAS) at the University of Delaware is nationally recognized for its exceptional educational experiences and for integrating instruction, research, and public engagement. With 24 academic departments in the arts, humanities, social sciences, and natural sciences, more than 25 centers, programs, and institutes, and featuring outstanding research and teaching facilities, CAS serves over 7,500 students, is supported by approximately 400 staff, and maintains annual operating expenditures of over $121M. The College’s 600 faculty members emphasize the enduring value of an arts and sciences education and a deep commitment to excellence in scholarship and all forms of creative and intellectual expression, with sponsored research expenditures totaling more than $38.6M per fiscal year. The physical teaching and research presence within the College is housed in over 60 buildings.

Under the limited direction of the Director, Facilities and Planning, the Facilities Coordinator provides support and oversight for facilities and laboratory operations for an expanding portfolio within the College of Arts & Sciences (CAS). With limited direction, this position manages the logistical needs of the assigned portfolio for all building maintenance, renovation, and construction needs. The emphasis is on providing support and oversight for the building needs, resolving safety issues, managing space issues, and overseeing equipment repairs, etc. The Facilities Coordinator develops independent judgment and knowledge of appropriate policies and procedures for housing equipment, safety support issues, and various other duties performed in this position. This position analyzes and responds to each department’s expectations and needs by continuously improving practices, processes, and services and appropriately balances expectations and needs of the assigned departments and communicates proactively.   Major Responsibilities: 

• Under the limited direction of the Director, Facilities and Planning and in coordination with the CAS Facilities Manager, liaises with Facilities Operations, Facilities Maintenance, and Facilities Planning & Project Delivery managers and shops on specific maintenance and laboratory improvement projects; serves as building coordinator for the buildings within the assigned portfolio; will be the liaison and coordinate with Facilities (PPD, Ops, Maintenance, EHS, Custodial) for all repair projects and renovations. Oversees the daily maintenance needs of the assigned portfolio and the project programs, ensuring compliance with University, local, state, and federal policies, and regulations.

• Department contact for interactions with University facilities and external contractors to ensure maintenance of infrastructure or modifications to existing facility.

• Provides mechanical input to PI's in research labs with immediate issues.

• Interacts with PI's in the development and budgeting of renovation and new building grants to major funding sources.

• Maintains complex laboratory equipment which may include troubleshooting and making minor repairs; ensures equipment is in working order; research all critical Departmental "Service Contract" needs as requested and process Service Contract payments as needed. Maintains and controls equipment inventories, involving tagging, properly documenting relocations, and transfers out of the department. Provide mechanical input to concerning equipment needs; assist with designating appropriate placement of equipment.

• Coordinates delivery of equipment and supplies for PI's, including live specimens, to laboratories; interacts with new faculty in the ordering and delivery of new equipment needed for start-up of laboratory; contacts Mover Services as needed for all departments in the assigned portfolio; initiates orders, anticipates supply needs; receives, checks, and stocks all orders of supplies and/or parts and equipment.

• Continually assess, monitor, and ensure compliance with accessibility, sustainability, and health and wellness requirements of the assigned buildings within the portfolio.

• Keeps records and writes reports as required; security director, maintaining key card system and key distribution for assigned portfolio.

• Conducts the Annual Equipment Inventory for assigned portfolio; responsible for all safety training and compliance, in particular the Safety Committee, responsible for fixing facility related matters per safety inspection reports; requiring discretion and a high level of confidence; attends/conducts meetings, as necessary.

• Conducts the Space Survey for assigned portfolio by formalizing a plan and processing the data; runs statistical analysis as needed.

• Supervises other related personnel as needed (e.g