Facilities Administrative Coordinator

Description

SUMMARY:

MCAD is seeking a Facilities Administrative Coordinator. This position is responsible for providing administrative support to the Facilities departments at MCAD. The Facilities Administrative Coordinator must be sensitive to college needs, employee and student goodwill, and overall brand equity of MCAD as an employer and educational institution. 

DETAILS: This is a full time, non-exempt, onsite  position expected to work 40 hours a week. This position reports to the AVP of Operations and is paid $22-24 hourly. 

TO APPLY: Please submit a resume and cover letter to https://recruiting.paylocity.com/recruiting/jobs/All/b0ccf9fc-c11e-4ce1-bb54-075eb5c74c59/Minneapolis-College-of-Art-and-Design. Priority will be given to those who respond by August 23, 2024. 

PRIMARY RESPONSIBILITIES:

• Assist with departmental project development and management:  
  • Develop RFP’s, solicit proposals, review bids and proposals. 
  • Research, vet, and interview new vendors for upcoming projects. 
  • Perform acquisition and sourcing of specialty items, including cost justification.
  • Research, conduct surveys, benchmarks, and collate resulting data for projects.
  • Manage special projects.
• Manage the departmental accounting responsibilities:  
  • Maintain various department budget ledgers and reconcile with reports from the accounting department for accuracy. 
  • Audit, code, and authorize payment of department-related check requests and inter-department chargebacks. 
  • Oversee department fiscal year end closing processes. 
  • Track and monitor monthly utility usage via workbooks and resolve any issues.
  • Research, compile, report, and maintain utilities and waste usage via internal workbooks and Energy Star Portfolio Manager program. 
  • Reconcile credit card statements for department employees. 
  • Create, track and close purchase orders.
  • Assist with developing departmental budget and financial policy and procedures.  
• Assist with Facilities Department office coordination:
  • Receive and provide timely dispatch of work order requests to appropriate individuals (plumbing, electrical, carpentry, custodial, etc.).
  • Manage the computerized work order management system.  
  • Review college activity calendars and collates information for department scheduling.
  • Perform other clerical services for the department, including note taking and meeting minutes.
  • Create alerts for various regularly scheduled maintenance and repairs and assign them to appropriate personnel.
  • Organize and manage departmental filing systems.
  • Maintain contracts and certificates of insurance for contractors.
  • Handle vendor discrepancies as related to purchase orders and invoicing.
  • Provide answering and referral services for the department via phone, e-mail and direct messaging.
  • Answer basic building information questions.
  • Assist with office machine operational questions; call for service when necessary; order and stock office supplies.
• Perform other duties as assigned by Associate Vice President of Facilities.
• Represent MCAD’s vision, purpose, and values in day to day work and interactions with MCAD students, staff, faculty, and campus guests, as well as the greater community. 

Requirements

EDUCATION & EXPERIENCE

• Five (5) years of accounting, bookkeeping, or office administration and/or management experience, strongly preferred
• Three (3) years of experience with accounting and Advanced Microsoft Office Suite or equivalent software, strongly preferred. 
• Experience with a Higher Education environment, preferred.
• Demonstrated problem solving skills and technical aptitude, strongly preferred.
• Demonstrated ability to facilitate communication and collaborate across departments, preferred.

ENVIRONMENT: This position operates onsite in a professional office environment. This position requires the ability and willingness to closely partner with team members and colleagues in other departments. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. Upon request, reasonable accommodation will be provided to successfully perform the essential functions of