Job Title: Facilities Coordinator

Department: Physical Plant

Reports To: Facilities Management Director

FLSA: Non-Exempt

SUMMARY:

To serve as coordinator of physical plant services to the campus community including:

• Assigning, prioritizing, and following up with work orders and/or help tickets.

• Serve as the Administrative Assistant to the Director of Facilities Management.

• Assist with the day-to-day operations of the Physical Plant, such as ensuring department employees record time accurately, safety training content management, vacations, sick leave, etc.

• Will manage the Risk Management program for the campus and serve as Risk Manager. Will maintain Risk Management surveys and reports as needed. Will also create, maintain, and manage accurate records of surveys, tasks, reports, and claims.

• Assist with managing safety training schedules, records, claims, and tasks for Physical Plant personnel.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Responsible the Department's online work order system including assigning work orders and ensuring customer are made aware of the progress, delays and completion of tasks.

• Professionally handle complaints from stakeholders regarding the physical plant.

• Coordinate Event set-ups required by the physical plant and ensure information is passed along correctly.

• Coordinates and schedule pest control for Housing & Residency Life Department, Academic Buildings, and the campus; pays invoices as necessary.

• Sends campus notifications on utility interruptions, facility closings, etc., via email correspondence.

• Email Housing & Residency Life Department regarding inspections, vandalisms, or when a room is ready to be released back to Housing.

• Calculates employee leave time and help employees enter their time correctly. Audit employee timesheets and leave reports to ensure they are correct.

• Make sure that all Excel Timesheets have been submitted to Employment Services, and saved appropriately.

• Make purchase order requisitions for internal and contracted services.

• Hires Student Workers, monitor student worker budgets, and approves student timesheets.

• Takes inspection information and makes work orders to reflect problems that arise.

• Works with Express Personnel to maintain effective temporary workers for departments.

• Maintains and Updates School Dude or relative work order software.

• Provides risk management services in an effort to identity and manage the organizations’ risk exposures.

• Ensures that risk management programs conform to established guidelines, policies, and procedures and state law.

• Administers various campus-wide risk management programs.

• Serves as a point of contact for risk management insurance questions.

• Assists with the implementation of procedures for loss prevention and risk management issues.

• Works closely with OMES to provide, evaluate, and establish risk management information.

• Coordinate policies, procedures, and training programs in insurance and loss prevention.

• Prepares reports on safety, insurance and loss prevention issues.

• Reviews commercial insurance availability and applicability.

• Performs liability and risk management analyses.

• Provides assistance in training of university employees in claims reporting as well as property casualty and risk management programs.

• Ensures that appropriate documentation, including waivers, are in place and signed for various activities.

• Must have a strong work ethic and lead by example.

• Must be a professional, credible and respected representative of the institution internally and in the community.

• Demonstrated willingness and ability to act ethically and socially responsible.

• Must be able to lift more than 20-lb. objects; frequent bending, stooping, and walking.

• Can be exposed to a variety of weather conditions for periods of time.

• Ability to communicate in a courteous manner.

• Other duties as assigned by Facilities Management Director or designee.

Omission of specific statement of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

QUALIFICATIONS:

• To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

• Associate degree and experience in related fields. Needs to be computer proficient in software such as Microsoft Word, Excel and Outlook; should have customer service and office experience of 2 - 3 years.

OTHER SKILLS and ABILITIES:

• Knowledge of the work order system and the ability to take work order requests and answer complaints in various films. Ability to direct the work force to accomplish wade requested. Good writing skills. Ability to accurately compute comp time, ovetirne, and call - out time. Must be able to be courteous and professional under pressure, as well as to be able to multi-task effectively.

LANGUAGE SKILLS:

• Must be able to orally communicate in fluent English, using a two-way-radio; also, to effectively communicate in written form.

PHYSICAL DEMANDS:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

• While performing the duties of this job, the employee is regularly required to sit, talk, or listen. The employee frequently is required to use hands to finger, handle, and feel objects, tools, or controls. Specific vision abilities required by this job include clear vision and the ability to adjust focus.

WORK ENVIRONMENT:

• The work environment characteristics described here are representative of those-an employee encounters while performing-the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate, to light.

TO APPLY: Applications should consist of (1) a detailed cover letter addressing the expectations of the position; (2) a current resume/curriculum vitae; (3) a list of three professional references with complete contact information and a notation describing the work relationship with each; (4) unofficial transcripts from all degrees; and (5) a completed *Disclosure Statement. (Official transcripts are required upon hiring.)

Applications should be sent electronically to Employment Services at es@ecok.edu. Application review will begin immediately and continue until the position is filled. For more information about ECU

***Please do not include a full Social Security Number on documents. Please provide only the last four (4) digits. We may never receive your information if a full Social Security Number is listed on any document. Our email system will reject emails if it detects a full Social Security Number, therefore Employment Services will not receive your information. ***
East Central University, in compliance with all applicable Federal and State laws and regulations, does not discriminate on the basis of race, color, national origin, sex, age, religion, disability, sexual orientation, genetic information, or status as a veteran in any of its policies, practices, or procedures. This includes but is not limited to admission, employment, financial aid, and educational services. The following person has been designated to handle inquiries regarding the non-discrimination policies: Employment Services Director, 1100 E. 14th St., Admin. 160, Ada, OK 74820, (580) 559-5260.