Administrative Coordinator

Touro University California•Vallejo, CA

83d•$45,000 - $56,500

About The Position

Under the direction of the Operations Manager, the Administrative Coordinator provides administrative support and customer service to the Facilities Department, including Environmental Health and Safety, and all faculty, students, staff and administration. The Administrative Coordinator provides administrative support for departmental operations, assists with projects and supports management initiatives. The position regularly interfaces with members of the Touro University California community, including faculty, staff, students, and external vendors.

Requirements

HS Diploma or GED required
Three plus years of experience in a fast-paced, customer service environment, preferred.
Ability to work as part of a team
Advanced organizational skills
Ability to multi-task and prioritize work assignments independently
Customer service skills
Ability to project inventory needs
MS Word, Outlook and Excel skills
Ability to work with all members of the University, including faculty, students and Senior Administration
Ability to foster positive vendor relationships

Nice To Haves

BS/BA preferred
Willingness to learn, desire to provide assistance, and the ability to provide service to people who may be frustrated, confused and are in need of immediate assistance.
Knowledge and experience in an information technology and/or higher education environment is preferred.

Responsibilities

Process purchasing requests and prepare purchase requisitions for the Facilities department.
Maintain inventory and coordinate replenishment of Facilities consumable supplies and office supplies.
Process invoices and prepare payment requisitions in accordance with university procedures.
Reconcile departmental procurement card transactions and maintain supporting documentation.
Maintain and track open purchase orders, projects, and related expenditures.
Prepare annual blanket purchase orders to facilitate recurring expenditure throughout the fiscal year.
Maintain organized records, files, and documentation (contracts, maintenance logs, compliance records).
Provide general administrative support to departmental operations and management.
Review and interpret financial information.
Locate payment and transaction details.
Process budget transfers as applicable.
Review payment details for basic transaction information.
Research payment history.
Generate and review open order reports.
Identify expenses and services requiring contracts processing.
Coordinate contract routing and execution through Docusign.
Maintain departmental contract records and tracking logs.
Monitor contract renewals and related documentation.
Coordinate the routing and administration of departmental (Facilities and EH&S) service agreements and contractor agreements.
Support Smartsheet administration as needed.
Monitor ServiceNow requests-ensuring critical information is accurate.
Follow established departmental procedures for ServiceNow and Planner through completion.
Serve as a resource for students, faculty, and staff by responding to inquiries related to maintenance, grounds, pest control, EV charging, special event setups, Touro vehicles, and campus operating hours.
Serve as a liaison between internal stakeholders and external vendors/service providers.
Assist in scheduling preventative maintenance and repairs.
Assist with tracking key control.
Assist in organizing and coordinating Facilities work orders and campus events.
Communicate with vendors regarding services, scheduling, and issue resolution.
Respond promptly and professionally to service requests, ensuring a high level of customer satisfaction.
Communicate status updates clearly to stakeholders and escalate issues as needed.
Perform other administrative, clerical, and related duties as assigned.
Serve as the backup mailroom clerk when needed.