What are the responsibilities and job description for the Facilities Staff Assistant position at University at Buffalo?
The Facilities Staff Assistant will report to the FPMO and will be responsible for the overall management and coordination of facility services, safety compliance, space management, access control, event preparation, logistics support, and building operations. This role requires a proactive, detail-oriented individual with strong organizational and communication skills.
Facilities Service Coordinator: Monitor, oversee, and manage all service requests from UB Facilities, ensuring timely resolution and effective communication with requestors.
Safety and Compliance Liaison: Collaborate with Environmental Health and Safety (EHS) to coordinate testing and inspections required for maintenance and construction projects. Act as the building manager for fire safety inspections and compliance.
Committee Participation: Participate as a member of internal Facilities Operations Committees, contributing to strategic discussions, budgetary decisions, and operational enhancements.
Space Management: Analyze use of office and instructional spaces, presenting opportunities for efficiencies to FMPO. Assist in reconfiguration of spaces to meet instructional or event requirements, optimizing layout and resources. Oversee Space Utilization and the Event Management System (EMS) to schedule classrooms, conference rooms, and other spaces within the facility for classes, events, etc. Attend events as required.
Access Control and Security: Oversee building access, including tracking, issuing, and maintaining key inventory and swipe card access for faculty, staff, and students. Assign building and room keys to new faculty/staff and process keys that have been returned by staff that will no longer be employed at the BEOC. Update any changes in the Key Management System, maintain key inventory, and order new keys from approved vendors as needed.
Event Preparation and Close Out: Oversee setup and dismantling for large school events, manage seating arrangements and equipment setup, and assist in post-event evaluation.
Logistics Support: Provide day-of support for major events, including orientation, commencement, lectures, and conferences. Maintain inventory for furniture, tools table linens and other building assets.
Event Supply & Inventory Coordinator: Procure, maintain, and track supplies, and coordinate deliveries and setups for events.
Building Operations: Assist in planning of all building projects and work with FP&D, Operations and EH&S as directed by supervisor. Coordinate logistics as needed for in-house facilities work.
Other
Learn More
Facilities Service Coordinator: Monitor, oversee, and manage all service requests from UB Facilities, ensuring timely resolution and effective communication with requestors.
Safety and Compliance Liaison: Collaborate with Environmental Health and Safety (EHS) to coordinate testing and inspections required for maintenance and construction projects. Act as the building manager for fire safety inspections and compliance.
Committee Participation: Participate as a member of internal Facilities Operations Committees, contributing to strategic discussions, budgetary decisions, and operational enhancements.
Space Management: Analyze use of office and instructional spaces, presenting opportunities for efficiencies to FMPO. Assist in reconfiguration of spaces to meet instructional or event requirements, optimizing layout and resources. Oversee Space Utilization and the Event Management System (EMS) to schedule classrooms, conference rooms, and other spaces within the facility for classes, events, etc. Attend events as required.
Access Control and Security: Oversee building access, including tracking, issuing, and maintaining key inventory and swipe card access for faculty, staff, and students. Assign building and room keys to new faculty/staff and process keys that have been returned by staff that will no longer be employed at the BEOC. Update any changes in the Key Management System, maintain key inventory, and order new keys from approved vendors as needed.
Event Preparation and Close Out: Oversee setup and dismantling for large school events, manage seating arrangements and equipment setup, and assist in post-event evaluation.
Logistics Support: Provide day-of support for major events, including orientation, commencement, lectures, and conferences. Maintain inventory for furniture, tools table linens and other building assets.
Event Supply & Inventory Coordinator: Procure, maintain, and track supplies, and coordinate deliveries and setups for events.
Building Operations: Assist in planning of all building projects and work with FP&D, Operations and EH&S as directed by supervisor. Coordinate logistics as needed for in-house facilities work.
Other
- Track monthly readings on the multi-functional copiers and coordinate maintenance of the copiers with the copier vendor.
- Track asset maintenance and repair history for warranty claim and recording. Maintain records on equipment manufacturers’ technical notes, upgrades, and safety issues.
- Assist with asset acquisition and disposition.
- Work with the UB Fleet Maintenance Department to ensure that BEOC vehicles have current vehicle registrations, insurance coverage, and UB parking permits and that the vehicles are properly maintained.
- Other tasks and special projects as assigned by the FPMO.
Learn More
- Our benefits, where we prioritize your well-being and success to enhance every aspect of your life.
- Being a part of the University at Buffalo community.