Coordinator, Facilities Business

Austin Community College District•Highland, CA

43d•Remote

About The Position

The Coordinator, Facilities Business supports Facilities Maintenance and Operations in the procurement processes, the planning, preparing and monitoring the budget and financial reports that may include forecasting, analysis, trends, and results. The position operates under the direct supervision of the department manager or designated supervisor. While the role does not typically include formal supervisory responsibilities, the Coordinator may oversee limited hourly staff, including interns and temporary employees, and coordinate schedules. They may provide guidance to junior staff or new hires as part of onboarding and training processes. The position is expected to work independently on routine tasks while seeking direction for more complex assignments.

Requirements

Understand and apply administrative procedures, principles, and practices.
Utilize organizing and planning practices.
Operate learning management systems and web learning tools.
Plan and manage events efficiently.
Apply supervisory principles, practices, and methods.
Understand the services and functions of educational institutions.
Knowledge of budgeting and performance measurement reporting.
Procurement processes and procedures.
Budget analysis and tracking.
Functions and projects of Facilities Maintenance and Operations.
Effectively using interpersonal and communications skills, including tact and diplomacy with constituencies.
Effectively using organizational, managerial and event planning skills with attention to detail and follow-through.
Maintain confidentiality of work-related information and materials.
Resolve scheduling and/or resource deployment issues and conflicts.
Focus on achieving optimum levels of service and maintaining high ethical standards and attention to compliance with college policies and regulations.
Demonstrate initiative and determination to provide valuable and timely services.
Exhibit exceptional phone, email, written and oral communication, customer service and organizational skills.
Demonstrate effective communication and professional engagement with students and employees from a wide range of backgrounds.
Possess supervisory, coaching and interpersonal skills as well as the ability to think independently and proactively solve problems.
Intermediate/advanced proficiency using standard office software applications.
Skill in identifying errors and taking and/or recommending appropriate corrective actions for resolution.
Ability to work accurately with numerical details in high-volume.
Skill in managing multiple competing assignments, prioritizing tasks and meeting deadlines while producing high quality work.
Skills in written and oral communication, time-management, planning / coordination, and attention to detail.
Ability to develop and maintain on-going productive and cooperative professional relationships with internal and external stakeholders, including being able to tailor communication to a wide variety of audiences to achieve desired results.
Ability to exercise sound judgment and discretion, think critically, and take initiative.
Ability to maintain confidential and sensitive information and follow College protocols.
Advanced proficiency in business applications, such as Microsoft Office Suite, particularly Excel.
Use automated financial systems.
Bachelor's degree.
One (1) year of related experience.

Nice To Haves

Experience with financial analysis, forecasting, or budgeting.
Experience with Workday or other enterprise resource planning software preferred, but not required.
Preferred Education: Bachelor's degree or higher in Business, Public Administration, Higher Education or related degree.
Associate’s degree plus two (2) years of related work experience may be substituted for the required education (plus the required experience noted below).

Responsibilities

Monitor, review, and evaluate department budgets and performance measures.
Generate periodic reports to analyze budget and financial operations.
Assist departments with interdepartmental budget amendments.
Coordinates purchase order request, tracking and processing for Facilities Maintenance and Operations departments.
Assists with updating budgets for Facilities Maintenance and Operations; reviews, tracks and verifies funding availability.
Tracks purchases and follows up with internal ACC departments as needed; maintains vendor contacts and relationships.
Monitors workflow and funding of projects to ensure timely processing.
Develops and maintains departmental financial and project spreadsheets; makes reports to Facilities Maintenance and Operations as needed.
Tracks and monitors contractor and vendor service agreement and procurement contracts for the departments.
Works on special projects as assigned.
Serves as liaison between Facilities Maintenance and Operations and Business Services, adhering to ACC Purchasing guidelines.
Coordinate activities within programmatic area and/or department.
Create, maintain, and execute detailed plans for small to medium sized activities, initiatives, and/or projects.
Coordinate college personnel (possibly including outside personnel or industry partners) to support the planning, delivery, and execution of programs; coordinates schedules, hourly staff, materials, and participant documentation to ensure smooth operations and successful outcomes.
Supports essential operational coordination for department.
May be expected to train, coach, direct, and coordinate assigned personnel while adhering to organizational human resource policies and procedures as well as related employment laws.