What are the responsibilities and job description for the Coordinator of Management Services - Onondaga Community College position at Onondaga Community College?
Location: Syracuse, NY Category: Professional Administrator Posted On: Tue Sep 16 2025 Job Description:
The Coordinator of Management Services serves as a main point of contact on campus and plays a key role in assisting the Assistant Vice President (AVP) of Management Services with organizing and coordinating various functions of the department including purchasing, office equipment, telecommunication systems, contract administration, insurance (workers' compensation, auto, property and liability), and vendor relations. This position requires exceptional organizational skills and strong collaboration with both internal and external stakeholders.
MAJOR RESPONSIBILITIES
Purchasing
Enter and complete purchase requisitions/purchase orders for Management Services and Duplicating; assist other departments throughout the year as needed.
Process requisitions for yearly cost of monthly phone plans for departments of Safety & Security, Facilities, Liberty Partnership, Residence Life, and ITS.
Create blanket purchase orders for maintenance on 33 copiers on campus with pricing increase each year.
Provide training support to new employees with Colleague Purchasing module.
Contract Administration
Maintain organized records of all contracts and agreements and associated documentation (vendor, personal service, affiliation and performance agreements, etc.); monitor expiring contracts and process renewals as necessary; create new contract files.
Assist AVP with drafting and reviewing contracts to ensure they align with College standards and requirements; forward contracts to vendor once finalized.
Assist AVP with bid opening including drafting award letters.
Create new Memo of Understandings for Early College, College Credit Now, OCC Advantage, Workforce Development, Fire Training, Syracuse City Schools, Counseling, etc.
Obtain proper signatures on all contractual documents and forward executed copies as appropriate.
Work with chairpersons to draft new affiliation agreements per request or renewals; ensure agreements are executed and documentation is handled appropriately.
Track lease agreements from Events team and ensure vendor has executed the agreement in a timely manner.
Insurance (Liability, Auto, Property, Workers' Compensation)
Complete auto and liability insurance applications and related documentation; serve as point person for the insurance policies; report auto and incident reports as needed.
Work with insurance company representatives throughout the year for adding & removing cars, changes to policy, adding and removing snow removal equipment at proper times.
Provide College Transportation policy to all employees required to drive College-owned vehicles and submit appropriated documentation to insurance company.
Maintain files of all vehicles, registrations and drivers; complete paperwork to register new vehicles and surrender license with the DMV.
Telecommunications
Serve as point person on campus for all telephone moves, adds, changes; install phones and maintain phone software.
Work with phone system vendor (Meridian) for repairs and maintenance.
Work with call centers, i.e. Student Central & Helpdesk, for daily reports and changes to call flows, recordings, etc.
Create and update voicemail system.
Maintain Colleague system updates for employee listing: room, building, extension, etc.
Place orders for new and replacement cell phones.
Work with cellular phone representative (Verizon) on plans, cancellations, replacement dates and purchasing.
Office Equipment
Set up new copiers with department name and budget code, coordinate and work with Toshiba for maintenance on all copiers.
Work with ITS Department for new IP address to allow for scanning and printing to copier; enter email addresses for employees for scanning.
Serve as member of Campus Safety Committee and provide input regarding insurance-related items; serve as point of contact for information and training options for the Committee with Gallagher and Hartford insurance.
Job Requirements:
MINIMUM QUALIFICATIONS
Associate's degree from a regionally accredited college, university or foreign equivalency with two years of administrative/coordinative experience.
PREFERRED QUALIFICATIONS
Experience with contract administration
Experience in office administration
Bilingual in English and Spanish. English and another language will be considered
KNOWLEDGE, SKILLS AND ABILITIES
Ability to work independently and as part of a team
Strong written and verbal communication skills
Excellent organizational and time management skills
Keen attention to detail
Customer-service oriented
Hands-on experience with technology: office machines and equipment
Competency in Microsoft office applications including Word, Excel and Outlook
Additional Information:
Salary range is: $44,000 - $55,000, commensurate with credentials and relevant experience.
Onondaga Community College offers a generous and competitive benefits package including:
New York State Local Retirement System (pension) or an Optional Retirement Plan (401a).
Excellent health, dental, and vision insurance plans (qualifying domestic partner included).
Onondaga Community College participates in the Public Service Loan Forgiveness program for eligible borrowers.
The Coordinator of Management Services serves as a main point of contact on campus and plays a key role in assisting the Assistant Vice President (AVP) of Management Services with organizing and coordinating various functions of the department including purchasing, office equipment, telecommunication systems, contract administration, insurance (workers' compensation, auto, property and liability), and vendor relations. This position requires exceptional organizational skills and strong collaboration with both internal and external stakeholders.
MAJOR RESPONSIBILITIES
Purchasing
Enter and complete purchase requisitions/purchase orders for Management Services and Duplicating; assist other departments throughout the year as needed.
Process requisitions for yearly cost of monthly phone plans for departments of Safety & Security, Facilities, Liberty Partnership, Residence Life, and ITS.
Create blanket purchase orders for maintenance on 33 copiers on campus with pricing increase each year.
Provide training support to new employees with Colleague Purchasing module.
Contract Administration
Maintain organized records of all contracts and agreements and associated documentation (vendor, personal service, affiliation and performance agreements, etc.); monitor expiring contracts and process renewals as necessary; create new contract files.
Assist AVP with drafting and reviewing contracts to ensure they align with College standards and requirements; forward contracts to vendor once finalized.
Assist AVP with bid opening including drafting award letters.
Create new Memo of Understandings for Early College, College Credit Now, OCC Advantage, Workforce Development, Fire Training, Syracuse City Schools, Counseling, etc.
Obtain proper signatures on all contractual documents and forward executed copies as appropriate.
Work with chairpersons to draft new affiliation agreements per request or renewals; ensure agreements are executed and documentation is handled appropriately.
Track lease agreements from Events team and ensure vendor has executed the agreement in a timely manner.
Insurance (Liability, Auto, Property, Workers' Compensation)
Complete auto and liability insurance applications and related documentation; serve as point person for the insurance policies; report auto and incident reports as needed.
Work with insurance company representatives throughout the year for adding & removing cars, changes to policy, adding and removing snow removal equipment at proper times.
Provide College Transportation policy to all employees required to drive College-owned vehicles and submit appropriated documentation to insurance company.
Maintain files of all vehicles, registrations and drivers; complete paperwork to register new vehicles and surrender license with the DMV.
Telecommunications
Serve as point person on campus for all telephone moves, adds, changes; install phones and maintain phone software.
Work with phone system vendor (Meridian) for repairs and maintenance.
Work with call centers, i.e. Student Central & Helpdesk, for daily reports and changes to call flows, recordings, etc.
Create and update voicemail system.
Maintain Colleague system updates for employee listing: room, building, extension, etc.
Place orders for new and replacement cell phones.
Work with cellular phone representative (Verizon) on plans, cancellations, replacement dates and purchasing.
Office Equipment
Set up new copiers with department name and budget code, coordinate and work with Toshiba for maintenance on all copiers.
Work with ITS Department for new IP address to allow for scanning and printing to copier; enter email addresses for employees for scanning.
Serve as member of Campus Safety Committee and provide input regarding insurance-related items; serve as point of contact for information and training options for the Committee with Gallagher and Hartford insurance.
Job Requirements:
MINIMUM QUALIFICATIONS
Associate's degree from a regionally accredited college, university or foreign equivalency with two years of administrative/coordinative experience.
PREFERRED QUALIFICATIONS
Experience with contract administration
Experience in office administration
Bilingual in English and Spanish. English and another language will be considered
KNOWLEDGE, SKILLS AND ABILITIES
Ability to work independently and as part of a team
Strong written and verbal communication skills
Excellent organizational and time management skills
Keen attention to detail
Customer-service oriented
Hands-on experience with technology: office machines and equipment
Competency in Microsoft office applications including Word, Excel and Outlook
Additional Information:
Salary range is: $44,000 - $55,000, commensurate with credentials and relevant experience.
Onondaga Community College offers a generous and competitive benefits package including:
New York State Local Retirement System (pension) or an Optional Retirement Plan (401a).
Excellent health, dental, and vision insurance plans (qualifying domestic partner included).
Onondaga Community College participates in the Public Service Loan Forgiveness program for eligible borrowers.
Salary : $44,000 - $55,000
