Under the direction and reporting to the Director of Portland Campus Operations, the Operations Coordinator provides administrative and general operational support services to members of the Portland Campus community in accordance with established procedures. The position supports Portland Campus facilities management and operation function, such as mail delivery, key assignment, campus cleaning, maintenance and upkeep, space allocation, business continuity and elements of employee onboarding. The Operations Coordinator may provide assistance for campus maintenance, renovations and improvement projects.

Primary Duties and Responsibilities:

• Greets campus visitors and checks in vendors. Guides them in using check-in app and/or directs them to where they are going. Manages employee list in app.
• Creates Purchase Orders and assists Director of Portland Campus Operations in processing incoming invoices.
• Schedules resource requests for spaces on campus, including classrooms, conference rooms, lounges, praxis sessions, etc.
• Reviews, prints, and posts weekly room schedules outside each classroom and conference room.
• Accepts and distributes campus mail, packages, and deliveries. Reports postage usage monthly to Accounts Payable.
• Maintains the supplies and paper stock inventory for the POA copiers.
• Serves as internal point of contact for copy machine issues and coordinates service repair requests with outside vendor.
• Receives and processes facilities work requests through online work order system. Follows up on requests to ensure completion.
• Updates Portland campus phone list. Assists with updating and maintaining department webpages on the university website ensuring visibility and accuracy of the information on all relevant pages.
• Regularly maintains Portland Campus Operation Instagram page.
• Accountable for secure keeping of campus keys and masters in lock boxes. Ensure university policy is followed in the issuance of keys to employees and contractors, including documentation of keys assigned to employees. Works with Locksmith to request additional keys. Alerts supervisor of potential policy violations.
• Ensures all operational components of new hires onboarding process are complete. Ensures office is cleaned and stocked with necessary supplies, creates and posts mailbox and office door signage, and issues office keys and Portland Campus Information guide.
• Reserves parking spaces for visitors as approved by Director of Portland Campus Operations
• Assists sponsoring department in coordinating special events, including reserving space, and coordinating set up needs.