Operations Coordinator

General Statement of Duties:

The Operations Coordinator provides strategic and operational leadership for Capital Planning & Maintenance support of university and external events. The position is responsible for ensuring the effective planning, coordination, and delivery of event logistics, facility readiness, and operational support services through supervision of personnel, coordination with campus partners, and oversight of service delivery.

The Coordinator collaborates with campus leadership, internal stakeholders, and external partners to ensure that events are supported in a safe, organized, and efficient manner while maintaining institutional standards, regulatory compliance, and operational continuity.

This position operates within a distributed leadership model and supports the mission of the University by ensuring that campus facilities are prepared to support academic, student life, athletic, and community events.

As an essential employee, this position participates in campus emergency response and continuity operations and may be required to work evenings, weekends, holidays, and adverse weather events. The position also participates in the departmental on-call rotation.

Supervision Exercised:

• Provides direct and indirect supervision of facilities staff, temporary personnel, student employees, and contracted service providers involved in event logistics and campus support operations.
• Responsibilities include workforce planning, staff scheduling, performance management, training and development, and recommendations regarding hiring, disciplinary actions, and operational staffing needs in accordance with university policies and applicable collective bargaining agreements.

Duties & Responsibilities:

• Provides operational leadership for Capital Planning & Maintenance support of university and external events planned by sponsoring departments or approved campus offices.
• Supervises and coordinates CPM staff assigned to event setup, breakdown, logistics, and facility readiness.
• Collaborates with event sponsors and campus partners to determine operational requirements including room configurations, equipment needs, custodial coordination, grounds preparation, and safety considerations.
• Ensures event spaces are properly prepared according to approved work orders and returned to standard operating conditions upon event completion.
• Oversees scheduling and deployment of CPM personnel supporting events, including oversight of staff assignments and time reporting.
• Coordinates with University Police, Campus Center, Housing, Dining Services, Information Technology, Athletics, and other campus partners to ensure operational readiness and event safety.
• Resolves logistical conflicts related to facilities availability, setup requirements, staffing capacity, and operational priorities.
• Maintains documentation related to event support activities including service requests, operational reports, staffing utilization, and cost recovery where applicable.
• Serves as operational lead for high-profile, large-scale, or complex campus events requiring cross-departmental coordination.
• Conducts post-event operational reviews when necessary to identify service improvements and operational efficiencies.
• Supports development and implementation of operational procedures, service standards, and event support protocols within Capital Planning & Maintenance.
• Participates in emergency response and operational continuity activities as required.
• Assists with special projects as directed by Associate Vice President and/or Executive Director.
• Successful completion of required background checks, including CORI/SORI and background screening.
• Performs other related duties within the scope of the position.

Minimum Qualifications:

• Demonstrated supervisory and progressively responsible professional experience in facilities operations, event logistics, campus services, or related operational environments.
• Experience coordinating operational support for events or complex logistical operations.
• Experience supervising staff and managing operational teams in a service-oriented environment.
• Experience coordinating vendor services and managing contracted work.
• Strong organizational and operational planning skills with the ability to manage multiple priorities simultaneously.
• Effective verbal and written communication skills and the ability to work collaboratively with diverse campus constituencies.
• Ability to exercise sound judgment and respond effectively in time-sensitive operational situations.
• Proficiency with standard office software and operational systems.
• Ability to perform the duties of the position with or without reasonable accommodations.
• Successful completion of required background checks including CORI/SORI.

Preferred Qualifications:

• Bachelor's degree in Facilities Management, Business Administration, Public Administration, Event Management, or a related field; equivalent combination of education and professional experience may be considered.
• Experience working in a higher education or institutional facilities environment.
• Experience supervising student employees.
• Experience working in a unionized environment.
• Familiarity with work order systems, event management platforms, or facilities management software.

Physical Requirements

• Ability to walk campus facilities and event locations regularly.
• Ability to stand, walk, bend, and lift equipment or materials associated with event setup and facilities operations.
• Ability to lift and carry objects weighing up to 50 pounds with or without reasonable accommodation.
• Ability to work evenings, weekends, or extended hours during large events or operational needs.