Administrative Coordinator - Facilities Department

Department: Facilities

Employment Type: Full Time

Location: Stephen A. Schwarzman Building

Reporting To: Garrett Bergen

Compensation: $60,000 - $65,000 / year

Description

• Coordination between internal and external stakeholders for various ongoing activities that maintain the Facilities Department resources.
• Scheduling, recordkeeping, receipt, and processing of internal requests and communications.

• How the Facilities Department interacts with other divisions and departments.
• The main functions and goals of the Facilities Management team, including maintaining and optimizing buildings, supporting people, code compliance, energy, sustainability, health, and safety.

• Efficiencies in administrative processes required to operate the Facilities Department.

• Understand how the library is organized and physically laid out.
• Understand the specific goals and role of the Facilities Operations team in relation to other departments.
• Know their departmental contacts.
• Greet and direct inquiries, and when appropriate, resolve routine administrative problems and answer inquiries concerning activities and operations of department/division.

• Orders maintenance and office supplies in support of department operations; works with vendors to expedite and track purchases.
• Arranges meetings and conferences, and performs other duties related to maintaining one or more individual schedules.

• Provide direct support to departmental procurement processes; including creating purchase requisitions, processing P-card transactions, liaising with Purchasing Office, securing required documentation from vendors, tracking internal approvals, and processing invoices.
• Perform a range of staff and/or operational support activities; including direct support to departmental budgeting operations; including tracking expenses and auditing cost centers.
• Resolve and answer inquiries, gather and process data, research and solve problems, maintain data integrity, and provide document support and imaging.

• Provides day-to-day administrative support for the Facilities Department.
• Maintains confidentiality when preparing documentation; enter data, draft, edit, revise, and print letters, reports, and other materials.
• Sorts, screens, and distributes incoming and outgoing mail; drafts or prepares responses to routine inquiries; prepares photocopies and facsimiles, and operates a variety of office equipment.
• Establishes, maintains, processes, and updates files, records, certificates, and/or other documents.
• Collaborates with managers on the execution of vendors’ service contracts and coordinates all facilities operations, bid walk-throughs, and assists with RFI’s and RFPs in conjunction with the Purchasing office.
• Maintains, updates, and distributes building and vendor contact information for the Facilities Department.
• In coordination with the Fleet Administrator, assists with Fleet inquiries, accident reporting, new driver and vehicle registrations, and recordkeeping.
• Works with the personnel management system and HR to input personnel change requests.
• May assist with special projects.
• Performs other related duties as required. 

Required Education, Experience & Skills

• High School Diploma or an equivalent combination of education and administrative experience. Preferred - A bachelor’s degree from an accredited college.

• Excellent interpersonal, oral, and written communication skills, including the ability to deal tactfully and effectively with all levels of library staff, including senior management.
• Thorough knowledge of Microsoft Office Suite, Google applications, the Internet, e-mail systems, and other relevant technology.
• Excellent organizational, analytic, and time management skills including successfully demonstrated ability to work quickly and effectively under pressure.
• Ability to resolve challenging situations independently.
• Good teamwork skills with the ability to be self-motivated and resourceful. 
• Demonstrated ability to prioritize and handle sensitive issues with discretion and diplomacy.

More...

• Be Helpful to patrons and colleagues
• Be Resourceful in solving problems 
• Be Curious in all aspects of your work
• Be Welcoming and Inclusive

• Office

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