"Office Coordinator, Facilities Management, Both Campus Locations"

Duties and Responsibilities

• Manages Facilities Management office operations, including front counters, and coordinates adequate student-worker and temporary personnel levels. Maintain confidentiality as required. Make travel arrangements for the department. Provide primary office support to the Associate and Assistant Directors in the Facilities Management Department.
• Supports the Department of Transportation and Parking Services by speaking to stakeholders, assessing their needs, and routing inquiries to the appropriate team member for resolution. Assist university stakeholders in completing parking permit purchases, citation appeals, special permit and transit subsidy applications, and reservations utilizing software and payment processing systems.
• Manages the work order system and trains users on department software. Assign tasks to team members and update completion notes. Track work order requests to ensure completion and escalate delays and other issues to the Associate and Assistant Directors.
• Set up newly approved vendors. Obtains all necessary documents from vendors and contractors, including W9 forms, insurance certificates, ACH payment authorization, contracts, and notices.
• Manages and executes accounting processes for the department. Submits all invoices and applications for payment to Accounts Payable. Obtain necessary approvals from all levels. Issue Purchase Orders as requested. Maintains and tracks project budget accounting codes. Provides status of payment as requested by department team members.
• Opens, logs, and routes incoming office mail; secures information on the status of pending matters; screens telephone calls and department e-mails; schedules appointments, meetings, and service calls from outside vendors.
• Maintains campus key management systems and trains department personnel on using systems. Issues and collects keys as requested by university stakeholders.
• Recruits and supervises student-worker assistants and provides work assignments.
• Establish record-keeping and document digitization procedures. Organize and maintain manuals, files, records, and indexing systems.
• Maintains inventory of office supplies; assists staff with specific supply requests; verifies supply deliveries.
• Reserves conference meeting rooms, including checking in attendees, arranging refreshments when necessary, and clearing rooms.
• Translates, interprets, and communicates MSMU training, memos, and materials for Spanish-speaking staff members. Provides essential technical support for the use of department technology and software.
• Issues University IDs to Students, Staff, and Faculty.
• Performs other duties as needed.

Other Duties and Responsibilities

• Actively participates on various committees as the Senior Director of Facilities Management assigns.
• Occasionally provides coverage to another campus while the counterpart is out of the office.

Job Requirements

Knowledge

• Strong working knowledge of a facilities management office environment, the needs of a diverse educational community, and office policies, procedures, and practices.
• Advanced working knowledge of computers, word-processing, spreadsheets, databases, and other software applications used by the department (e.g., Microsoft Office Suite, including MS Project, SharePoint, and Publisher) and Internet research skills—sufficient knowledge of supervisory principles and bookkeeping principles.

Abilities and Skills

• Ability to effectively organize, prioritize, and handle multiple tasks to meet established deadlines.
• Initiative, sound judgment, and decision-making.
• Analytical, detail-oriented, and accurate.
• Excellent interpersonal skills to build rapport and maintain positive and effective working relationships with all levels of management, faculty, staff, and various external contacts.
• Sensitivity and respect for the diverse academic, socioeconomic, cultural, and ethnic backgrounds of the university's students.
• Strong customer service, oral/written communication, basic mathematics, bookkeeping, and coordination skills.
• Advanced time management skills.
• Sufficient bilingual (Spanish/English) skills.

Education

• An Associate of Arts Degree or equivalent education is required. Bachelor's degree preferred.

Experience

• Minimum of five years of office management experience working in a high-volume office with people of diverse backgrounds and cultures.

Licenses and Certifications

• CA Driver License Class C.