Coordinator, Advancement Services, Operations & Facilities

University of Denver•Quinte West, ON

1d•$26 - $30•Hybrid

About The Position

The Coordinator, Operations & Facilities provides administrative, operational, and facilities support for Advancement. Reporting to the Director of Administration & Planning, this position serves as a key operational partner for Advancement Services and the Administration & Planning team while also supporting division-wide facilities, onboarding, and workplace operations. The Coordinator coordinates calendars, travel arrangements, meetings, and administrative activities for assigned leaders and teams. In addition, the role supports business operations, facilities management, office logistics, talent operations coordination, and new employee onboarding activities across the division. This position serves as a central resource for employees, hiring managers, and campus partners regarding workplace operations, space planning, facilities requests, office procedures, and onboarding logistics. The successful candidate must excel at organization, customer service, project coordination, and managing multiple priorities simultaneously while maintaining exceptional attention to detail.

Requirements

Bachelors degree or equivalent combination of education and work experience
2-4 years of professional experience including 2 years in operations, HR, or facilities management.
Outstanding attention to detail and commitment to quality, with the ability to consistently manage multiple processes, deadlines, and administrative details with accuracy.
Excellent interpersonal, verbal, written, and organizational skills, with the ability to communicate effectively and professionally with employees, managers, University leadership, campus partners, vendors, and external stakeholders.
Strong customer service orientation and commitment to creating a positive employee experience, particularly during onboarding, workplace transitions, and routine operational interactions.
Ability to manage multiple competing priorities, independently organize work, and effectively adjust to changing business needs and deadlines.
Demonstrated ability to coordinate complex logistics, including scheduling, meetings, travel, events, onboarding activities, facilities requests, and office operations.
Ability to work both independently and collaboratively in a highly team-oriented environment while exercising sound judgment and appropriate discretion.
Strong initiative and resourcefulness, with the ability to identify issues, anticipate needs, and proactively recommend or implement solutions.
Adept at problem-solving, critical thinking, and using judgment in situations requiring sensitivity, diplomacy, discretion, and confidentiality.
Ability to interpret and apply policies, procedures, and operational guidelines while serving as a resource to employees and managers.
Strong project coordination and follow-through skills, with the ability to track multiple activities simultaneously and ensure timely completion of tasks.
Ability to build and maintain productive working relationships with a diverse range of stakeholders across organizational levels and functional areas.
Comfortable navigating ambiguity and organizational change while maintaining a positive, service-oriented, and solution-focused approach.
Proficiency in Microsoft Office Suite, particularly Outlook, Word, Excel, Teams, and PowerPoint, along with the ability to learn and utilize University systems and technology platforms.
Demonstrated ability to maintain confidentiality and appropriately handle sensitive personnel, facilities, operational, and organizational information.
Ability to provide operational support across facilities, workplace services, onboarding, and administrative functions, while maintaining a high level of professionalism and responsiveness.

Nice To Haves

Experience in higher education or a similarly complex non-profit environment.
Experience providing administrative support to a senior leader.

Responsibilities

Support the Director of Administration & Planning in executing divisional initiatives, operational projects, and process improvement efforts.
Assist with coordinating divisional meetings, trainings, and engagement activities.
Maintain departmental records, organizational resources, and operational documentation including organizational charts, internal resources, and divisional information repositories, such as the Advancement Wiki.
Coordinate interview scheduling and candidate visit logistics for Advancement Services and the Administration & Planning teams.
Maintain interview schedules, candidate materials, and recruitment-related records.
Assist with applicant tracking system updates and hiring process documentation as assigned.
Coordinate division-wide onboarding logistics for new employees, including workspace preparation, building access, office equipment requests, and orientation scheduling.
Serve as a point of contact for division-wide new hires regarding onboarding logistics and available resources.
Guide hiring managers regarding onboarding responsibilities and required pre-arrival activities.
Track onboarding completion activities and ensure operational readiness before employee start dates.
Provide administrative support to the Director of Administration & Planning and Assistant Vice Chancellor of Advancement Services.
Manage calendars, schedule meetings, coordinate logistics, and arrange travel as needed.
Assist with contract routing, procurement processes, and administrative tracking activities.
Prepare reports, presentations, meeting materials, agendas, and correspondence.
Coordinate meeting preparation, note taking, and follow-up activities.
Assist with project tracking, information gathering, data entry, and special projects.
Serve as a professional and responsive resource to Advancement staff, campus partners, vendors, and external stakeholders.
Coordinate facilities requests and serve as a liaison with Facilities Management and other campus service providers.
Manage office space assignments, office moves, and workspace reconfigurations.
Coordinate building access requests and permissions through University systems.
Support workplace safety, space utilization, and general office operations.
Manage departmental parking pass requests and distribution processes.
Maintain conference room resources, common spaces, and workplace supplies.
Coordinate office equipment requests, maintenance needs, and workplace logistics.
Serve as building manager for assigned Advancement office location(s).
Order, maintain, and distribute office supplies and workplace resources.
Coordinate incoming and outgoing mail distribution.
Monitor office conditions and proactively identify facilities, safety, maintenance, and operational concerns.
Partner with Facilities Management to resolve building-related issues.
Serve as a local point of contact during facilities projects impacting Advancement spaces.