Administrative Coordinator

About the role

The Administrative Coordinator provides administrative support and customer service to the Facilities Department, including Environmental Health and Safety, and all faculty, students, staff, and administration. This position supports departmental operations, assists with projects, and supports management initiatives while regularly interfacing with the Touro University California community and external vendors.

Responsibilities

• Procurement and Asset Management
  • Develop and maintain proficiency in Unimarket functionality.
  • Process purchasing requests and prepare purchase requisitions for the Facilities department.
  • Maintain inventory and coordinate replenishment of Facilities consumable supplies and office supplies.
  • Process invoices and prepare payment requisitions in accordance with university procedures.
  • Reconcile departmental procurement card transactions and maintain supporting documentation.
  • Maintain and track open purchase orders, projects, and related expenditures.
  • Prepare annual blanket purchase orders for recurring expenditures.
  • Maintain organized records, files, and documentation (contracts, maintenance logs, compliance records).
• Banner Functionality
  • Review and interpret financial information.
  • Locate payment and transaction details.
  • Process budget transfers as applicable.
• Expense Tracking and Reporting
  • Review payment details for basic transaction information.
  • Research payment history.
  • Generate and review open order reports.
• Contract Administration
  • Identify expenses and services requiring contract processing.
  • Coordinate contract routing and execution through DocuSign.
  • Maintain departmental contract records and tracking logs.
  • Monitor contract renewals and related documentation.
  • Coordinate routing and administration of departmental service agreements and contractor agreements.
  • Support Smartsheet administration as needed.
• ServiceNow Administration
  • Monitor ServiceNow requests to ensure critical information is accurate.
  • Follow established departmental procedures for ServiceNow and Planner through completion.
• Facilities Coordination and Customer Service
  • Serve as a resource for students, faculty, and staff by responding to inquiries related to maintenance, grounds, pest control, EV charging, special event setups, Touro vehicles, and campus operating hours.
  • Serve as a liaison between internal stakeholders and external vendors/service providers.
  • Assist in scheduling preventative maintenance and repairs.
  • Assist with tracking key control.
  • Assist in organizing and coordinating Facilities work orders and campus events.
  • Communicate with vendors regarding services, scheduling, and issue resolution.
  • Respond promptly and professionally to service requests, ensuring a high level of customer satisfaction.
  • Communicate status updates clearly to stakeholders and escalate issues as needed.
  • Perform other administrative, clerical, and related duties as assigned.
  • Serve as the backup mailroom clerk when needed.

Working Relationships

This position interacts regularly with faculty, staff, students, administrators, and external vendors to support departmental operations and ensure effective service delivery throughout the University community.

Qualifications

• HS Diploma or GED required; BS/BA preferred.
• Three or more years of experience in a fast-paced, customer service environment preferred.
• Knowledge and experience in an information technology and/or higher education environment is preferred.
• Willingness to learn, desire to provide assistance, and ability to serve people who may be frustrated or in need of immediate help.

Skills

• Ability to work as part of a team.
• Advanced organizational skills.
• Ability to multi-task and prioritize work assignments independently.
• Strong customer service skills.
• Proficiency in MS Word, Outlook, and Excel.
• Ability to work with all members of the University, including faculty, students, and Senior Administration.
• Ability to foster positive vendor relationships.
• Ability to project inventory needs.

Pay

Minimum Salary: USD $45,000.00/year
Maximum Salary: USD $56,500.00/year