Building and Facilities Operations Coordinator Senior

Arizona State University • Tempe, AZ

7d • $48,600 - $60,000 • Onsite

About The Position

The Design School (TDS) at Arizona State University is creating a new role for a Building Operations Coordinator, Senior. We are looking for a colleague who is not satisfied with simply checking boxes, but instead wants to build systems and processes that fit the current and future needs of a school that continues to grow year-on-year. Our ideal candidate will be an individual who is ready to creatively and enthusiastically lead our efforts to develop the best possible building operations. The right person for this role will bring passion, creativity and an open mind. They will thrive in a workplace where change is constant. They will embrace transparency, encourage innovation, be flexible, open to change, eager to share their expertise, and to advance their own professional development. They will think outside the box and not be afraid to identify and encourage paths and processes we might never have considered. The successful candidate will work collaboratively with professional staff who manage or work in each of our facilities, bringing a solutions-oriented approach to optimizing the quality of the student, employee and visitor experience. This position requires strong organizational skills, the ability to coordinate complex processes and projects, engagement in budgeting processes and a hands-on approach, all in support of our commitment to providing an engaging learning environment. All applicants must be eligible to work in the United States; neither HIDA nor The Design School will provide sponsorship for employment. Under supervision from the associate director of school operations, the building operations coordinator, senior, will fulfil the following essential duties.

Requirements

• Bachelor's degree and three (3) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.
• Eligible to work in the United States.
• Strong organizational skills.
• Ability to coordinate complex processes and projects.
• Engagement in budgeting processes.
• Hands-on approach.
• Valid US Driver’s license of the appropriate class and required endorsements throughout employment.

Nice To Haves

• Experience overseeing complex facilities operations, maintenance and development practices, regulations and standards
• Experience working in and/or a passion for design and/or the arts.
• Experience coordinating facilities in a higher education institution.
• Experience working at ASU
• Experience with ASU systems and offices including AssetWorks, ServiceNow ticketing, ISAAC access and lock shop operations.
• Supervision experience, be that student workers, interns or full-time employees.
• Skill in planning, analyzing and establishing priorities and adjusting as needed based on leadership priorities and urgent matters.
• Knowledge of quality customer service standards, methods and practices.
• Skill in using various types of database software
• Skill in establishing and maintaining effective working relationships both within and across organizational areas
• Basic knowledge to support technology and AV troubleshooting in classrooms, studios, and shared spaces.
• Demonstrated capacity to communicate clearly, both verbally and in writing.

Responsibilities

• Coordinate all building operations to ensure adherence with institute and university policies, practices and regulations.
• Ensure a safe working and learning environment for all TDS students, faculty and staff.
• Serve as an Environmental Health and Safety Compliance Officer, ISAAC Segment Manager, Key Coordinator and Building Liaison.
• Develop understanding of facilities budget and reconcile expenses and work orders; review requests for services, equipment-related supplies, and furniture purchases and support the business operations team in the processing of associated financial documents.
• Obtain quotes and information required for facilities-related orders including liaising as needed with internal and external vendors such as furniture suppliers, AV/IT consultants and specialized moving companies.
• Maintain inventory records.
• Participate in a variety of departmental, institute and university-wide meetings to represent the unit's interests around facilities maintenance and to ensure an integrative/collaborative support of university interests.
• Train, supervise, and evaluate assigned facilities/building operations student workers.
• Perform other duties as assigned to ensure continually efficient operations to meet customer service needs.
• Report building maintenance problems and related issues to ASU Facilities (FACMAN)/HIDA and coordinate repairs and resolution.
• Walk all Design spaces (currently five buildings located up to a mile apart) on a regular basis to note facility needs, submit repair requests and coordinate resolution to ensure items are taken care of in a timely manner.
• Oversee TDS’ golf cart, including maintenance, repair, security, and reservation booking systems.
• Manage the Surplus property process, including tracking, storage, submissions for pickup, and follow-through with pertinent ASU departments.
• Assist with renovation or improvement projects; obtain quotes and information required for the specific projects, submit required financial documentation for ordering.
• Serve as point-person with HIDA and ASU IT and other teams that impact building and facilities operations.
• Maintain building databases for available space, logistics of planning space assignments for all employees and graduate and undergraduate students, and provide leadership with updates and suggestions as needed.
• Maintain Annual Space Survey, updating regularly to reflect changes.
• Work closely with unit administrators and other designated individuals to resolve any issues regarding space assignments and access.
• Coordinate, track, and maintain databases for key assignments, combination lock codes, and ISAAC access for all occupants; work closely with the classroom scheduler to grant studio access for TDS students; maintain all confidential information in an appropriate database.
• Serve as ISAAC Segment Manager.
• Maintain security levels by frequent follow-up on key returns and removal of codes and access when no longer needed.
• Maintain database information on all deposits and process refunds when keys are returned.
• Work with ASU and Tempe Police to ensure safe operation of all TDS spaces, collaborating as needed to address specific threats and opportunities for space and process improvements.
• Partner with TDS’ events and experience coordinator, senior, to ensure appropriate setup of spaces for a diverse range of special events and other school functions.
• Assist with facility/equipment related setup and clean up as needed, including furniture and AV/IT equipment placement and returning to storage.
• Support events staff when appropriate in identifying/locating resources, furniture and equipment for school events.

Benefits

• Salary and wages paid
• Comprehensive package of affordable benefit plans and programs
• Access to world-class educational opportunities at deeply discounted rates
• Flexible work options
• Alternative work schedules can include four, 10-hour workdays in a workweek; a nine-day, 80-hour schedule over two workweeks for exempt employees only; and staggered start and stop times.
• Hybrid work is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location. Dean or vice president-level approval is required.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior