Operations Specialist II

Job Description

The Operations Specialist II performs a variety of operational functions and is responsible for recurring and daily activities essential to the effective operation of the College of Design, Construction and Planning's facilities that include, but are not limited to, Antevy Hall, Rinker Hall, and the Ramos Collaboratory.

• Building operations and maintenance
• Security and access control
• Communications
• Property and space accountability
• Emergency preparedness and response

Facilitates and manages operational responsibilities, including property control, facilities management, finance, and other administrative services necessary to support college facilities operations. Ensures the efficient operation of college facilities and compliance with applicable university policies and procedures. Reports to the Associate Dean of Undergraduate Education and Facilities.

Facilities and Operations Management

Serves as college liaison with Facilities Services for facility management issues. Coordinates minor renovations to existing facilities including staff and equipment relocation. Works with facility occupants to ensure proper inventory, maintenance, and allocation of facility assets. Handles moderately complex facility operations issues and escalates complex matters as appropriate. Resolves issues related to facility management, document processing, courier requests, travel, stock, and asset management. Coordinates the college’s Facilities Committee meetings, including agenda preparation and follow-up activities.

Administrative Support for Associate Dean of Undergraduate Education & Facilities

Provides administrative support to Associate Dean for Undergraduate Education and Facilities. This includes managing calendars, composing correspondence, and coordinating a wide variety of projects, such as events, conferences, and meetings. Assists with coordination of facilities and construction projects. Assists with BOG/SAC reports as requested.

Safety, Security, and Emergency Preparedness

Manages on-site security control systems and participates in establishing security policies and procedures. Responds to system notifications and alarms, taking appropriate corrective action. Serves as a Building Emergency Coordinator and develops emergency preparedness, disaster recovery, and business continuity plans. Collaborates with Environmental Health & Safety to ensure compliance with federal, state, and university regulations.

Operational Coordination and Process Management

Facilitates, coordinates, and monitors organizational functions and processes to ensure accuracy, timeliness, and compliance. Coordinates and manages activities across multiple operational areas, including facilities, property control, purchasing, security, finance, and human resources. Coordinates vendor and postal deliveries. Implements procedural improvements to enhance operational efficiency and effectiveness.

Compliance, Reporting, and Performance Improvement

Tracks operational processes and oversees/prepares annual reporting for college space allocation through the Space Inventory and Allocation System (SPIN). Provides data and input for establishing operational goals and objectives. Monitors compliance with established policies, procedures, and regulatory requirements. Recommends and implements process improvements to support organizational performance.

Resource and Asset Management

Oversees the coordination, event scheduling and management of facility and College assets. Supports property control and inventory management functions. Ensures resources are appropriately assigned and maintained to support operational needs.

Other Duties

Performs other duties as assigned by Associate Dean and Dean of the College.

Qualifications

Bachelor’s degree in an appropriate area and three years of relevant experience; or an equivalent combination of education and experience.

Preferred Qualifications

• Knowledge of college and university guidelines
• Knowledge of PeopleSoft helpful
• Able to organize and prioritize
• Able to take initiative and be a self-starter
• Proficient computer skills in Word, Excel and various other programs

Special Instructions to Applicants

In order to be considered, you must upload your cover letter and resume. Application must be submitted by 11:55 p.m. (ET) of the posting end date.

Health Assessment Required

No