Temporary Operations & Facilities Coordinator

Temporary Operations & Facilities Coordinator

University Information:
The University of North Carolina Wilmington, the state's coastal university, is dedicated to the integration of teaching, mentoring, research and service. Widely acknowledged for its world-class faculty and staff and continuously recognized at a national level for scholarly excellence and affordability, UNCW offers a powerful academic experience that stimulates creative inquiry and critical thinking.

A public institution with nearly 18,000 students, UNCW offers a full range of baccalaureate- and graduate-level programs, as well as doctoral degrees in educational leadership, marine biology, nursing practice and psychology; and many distance learning options, including clinical research, an accelerated RN-to-BSN program, an Executive M.B.A. program structured for working professionals, and the nation's only bachelor's degree program focused on coastal engineering.

The university's efforts to advance research and scholarly activities have earned UNCW the elevated designation of 'Doctoral Universities: High Research Activity' institution (R2 University) by the Carnegie Classification of Institutions of Higher Education.

UNCW has been part of the University of North Carolina System since 1969.

Department: Center for Innovation & Entrepreneurship
Vacancy Number: TSP5639PST
Temp Position Type: SHRA Temporary
Job Category: Administrative & Managerial
FLSA for Position: Nonexempt

Brief Summary of Work for this Position:
The Operations & Facilities Administrative Coordinator provides part-time operational, financial, and facilities support for the UNCW Center for Innovation and Entrepreneurship (CIE). This position focuses on daily administrative and budget activities, tenant and space rental coordination, building access oversight, and facilities administration to ensure smooth day-to-day operations while the Operations Manager position remains vacant. This is a temporary position.

Key Responsibilities

Administrative & Financial Operations

• Perform daily receipting and ensure timely and accurate recording of received payments
• Receive, process, and reconcile payments for CIE invoices, memberships, and program fees
• Generate invoices for space rentals, memberships, and CIE programs
• Monitor accounts receivable and follow up on overdue accounts in a timely and professional manner
• Maintain organized electronic and physical records for financial transactions and agreements
• Support departmental purchasing in accordance with university policies and procedures

Space Rental & Tenant Administration

• Coordinate all space rental paperwork, including applications, leases, and required documentation
• Review tenant applications for appropriateness and completeness
• Secure tenant security deposits and certificates of insurance
• Prepare lease documents using approved templates and recommend revisions to legal counsel based on tenant agreements
• Maintain accurate records of tenant leases, occupancy status, and lease expiration dates
• Conduct post-rental inspections to assess damages and determine security deposit charges or refunds

Facilities & Building Administration

• Oversee building access for tenants, staff, and partners, including setup and termination of access
• Prepare offices and spaces for tenancy by identifying maintenance and repair needs
• Enter work orders and maintenance requests in AIM (or applicable system)
• Determine appropriate budget resources for repairs and upkeep
• Initiate and coordinate building maintenance, repairs, and improvements, including select capital projects
• Serve as a liaison with facilities, vendors, and campus partners on building-related issues

Operational SupportSupport continuity of operations during the Operations Manager vacancy

• Identify process improvements related to facilities, leasing, and financial administration
• Assist with special projects as assigned

Minimum Education and Experience Requirements:

• Experience in administrative, financial, or operations support roles
• Strong organizational skills with attention to detail and accuracy
• Familiarity with invoicing, receipting, accounts receivable, and basic financial reconciliation
• Ability to manage multiple priorities independently in a part-time capacity
• Strong written and verbal communication skills
• Ability to work on-site one designated day per week during standard UNCW business hours; remaining hours may be worked remotely, as approved. Ability to reconcile each workday (Monday-Friday) as needed
• Ability to interpret policies, templates, and agreements
• Comfort working with budgets, receivables, deposits, and financial tracking
• Professional judgment in handling tenant, financial, and confidential matters
• Ability to coordinate effectively with legal, facilities, and finance offices

Preferred Education, Knowledge, Skills & Experience:

• Experience with facilities management, tenant coordination, or real estate/space administration
• Experience working in a higher education or public-sector environment
• Familiarity with AIM or similar facilities management systems
• Familiarity with Banner, Chrome, and other financial management systems
• Experience preparing or managing lease documents
• Ability to interpret policies, templates, and agreements

Required Certifications or Licensure:
N/A

Work Hours: Daily Receipting Weekdays by 2 PM: 1 day in Officer per Week 8am - 5pm
Work Days: Monday - Friday
Hours Per Week: 20 Hours/Week
Anticipated Hiring Range: $25.00/Hr