COORDINATOR / BUSINESS OPERATIONS / FACILITIES MANAGEMENT

About the role

This position provides primary administrative support for the Associate Vice President of Facilities Management, supervising the Facilities Management Service Center support staff. It involves working closely with Human Resources on all hiring, personnel transactions, leaves, absentee program, and personnel file management for employees within Facilities Management. This role acts as a liaison between the department directors and the AVP of Facilities Management, supporting them as needed.

Responsibilities

• Supervision of the Facilities Management Service Center OP staff.
• Provides administrative support to the Associate Vice President for Facilities Management (AVP/FM).
• Coordinates and maintains a complex calendar for the AVP/FM, scheduling meetings and appointments, exercising discretion in arranging appointments, coordinating with other offices, arranging meeting details, and ensuring that meeting logistics and materials are provided.
• Coordinates the AVP/FM calendar internally with other office professionals in FM and externally with other University offices and external organizations.
• Oversees the personnel administrative process for Facilities Management for full-time, part-time, temporary and student positions and employees; works closely with Human Resources; maintains weekly vacancy report; and updates the AVP/FM.
• Processes departmental time for FM management staff.
• Facilitates the departmental leave notification process, including, but not limited to, the Family Medical Leave Act and leave of absences.
• Administers and monitors the FM absenteeism program in collaboration with Human Resources, providing data and reports to directors and the AVP/FM.
• Ensures FM office functions run smoothly by making day-to-day decisions, following guidelines set by the AVP/FM and in accordance with university policies and procedures.
• Serves as the Office Professional Team Leader to provide overarching administrative support, guidance and coordination to all Office Professionals in the FM organization; communicates routinely with other Office Professionals to synchronize calendars, normalizes administrative processes, and ensures a cohesive and complimentary administrative support structure for FM.
• Assists and supports all FM directors and work closely with other Office Professionals and administrative team members within and outside of Facilities Management; coordinates and independently monitors the work flow of other office professionals and supports staff organizing priorities, scheduling and staff training.
• Proactively engages with all FM departments to maintain an understanding and awareness of their daily activities, procedures and challenges; coordinate efforts to ensure resolution of challenges and to inform others of proper processes and administrative procedures.
• Creates, updates, coordinates, reviews, edits, submits and files departmental memos, correspondence communications and reports, routinely requiring research and coordination, exercising judgment and discretion for both internal and external audiences.
• Administers, maintains and improves both the electronic and the hard-copy files management systems for the AVP/FM and FM organization; coordinates internally within FM, and externally with other university offices, to ensure a consistent and effective files management processes.
• Communicates with staff, faculty, students, visitors, parents, contractors, guests and outside agencies on matters relating to Facilities Management and the Associate Vice President’s office.
• Gathers, compiles information and prepares documents and presentations for the AVP/FM.
• Provides support in the development and preparation of Board of Trustee proposals and supplemental materials for the Board Subcommittees and general Board meetings.
• Administers all aspects of travel arrangements for the AVP/FM and management staff from reservations and trip planning, registration, payments and filing of vouchers.
• Maintains a CMU credit card and administers the credit card account for the AVP/FM, following all CMU policies and procedures.
• Captures, coordinates, reviews, edits, submits and files departmental memos, correspondence communications and reports, routinely requiring research and coordination, exercising judgment and discretion for both internal and external audiences.
• Coordinates and administers the campus Project Greenleaf (memorial tree and memorial bench) program.
• Coordinates facilities management related conferences and event planning.
• Coordinates utility outages.
• Provides supervision and support for the Facilities Management Service Center; answers calls, dispatches trades personnel, and completes work order processing.
• Provides support for the campus Emergency Management program.
• Provides back-up support for the Facilities Management Financial Services department.
• Provides back-up support for the development and issuance of contracts, contract purchase orders and change orders.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience that equates to four years.
• Two years of related work experience.
• Experience with Microsoft Word.
• Customer service experience.
• Spreadsheet and/or database experience.
• Organizational skills with strong attention to detail.
• Demonstrated positive interpersonal skills.
• Effective verbal and written communication skills.
• Ability to project a positive attitude.
• Ability to manage multiple projects and meet deadlines with accurate results.
• Ability to compose, proofread and edit correspondence.