Coordinator III, Facilities Management

University of St Thomas•St. Paul, MN

10d•Onsite

About The Position

The University of St. Thomas invites qualified candidates to apply for a Coordinator III position within the Facilities Management Department. This position oversees the office administrative related functions for the Facilities Management Department with the primary responsibility of managing the service desk. This position requires a high degree of independent judgment, discretion, knowledge of policies and procedures, and provides customer service. This position reports to the Director of Facilities Services and provides administrative support to the VP for Facilities, Director of Facilities Maintenance, Director of Facilities Services, Director of Environmental Health and Safety, Director of Facilities Construction, Assistant Director of Custodial Services, and Budget Manager.

Requirements

High school diploma or the equivalent
Four years of administrative support experience
Proven ability to make prudent and quick decisions (with little background knowledge) in an extremely fast-paced office
Experience in handling all types of interactions with customers via phone, email, in person, and other communication channels with professionalism.

Responsibilities

Manages the operations of the facilities management’s service desk - ensure needs of the St. Thomas Community are heard, acknowledged, documented, and processed for action and/or response. This includes scheduling, coordinating, and overseeing office student employees as they answer incoming phone calls, directing the caller to the appropriate person/department or gathering information for work requests to be done on the St. Paul and Minneapolis campuses, perform data entry of work orders, distribute keys, distribute mail and oversee projects assigned to students.
Supports the Vice President for Facilities Management and direct reports to the VP of FM including the Director of Facilities Services, Director of Facilities Maintenance, Director of Environmental Health and Safety, Director of Facilities Construction and Budget Manager, in day-to-day activities as requested. May include, but not limited to: composing/answering correspondence, placing phone calls to employees and vendors, coordination of schedules and meetings, accurate data entry for various databases, attending and documenting meetings, coordinating department events, and other administrative assistant support tasks.
Assists in the onboarding and hiring process as directed, including but not limited to; organize onboarding staff tools such as radios, keys, uniforms and employee data is accurate for payroll and contact resources.
Manages and maintains confidential personnel records including but not limited to incident reports, disciplinary documentation, communications with unions, and absenteeism.
Interviews oversees front desk student worker onboarding, training, work schedule and payroll approvals.
Ensures accurate payroll data entry within appropriate software and supports payroll documentation record keeping
Manages, maintains and monitors the direct purchase of all Facilities Management personnel uniforms.
Organizes, coordinates, prepares and maintains internal signage for the St. Paul and Minneapolis campuses to ensure uniformity and that all ADA requirements are met.
Supports the procurement and maintains office supplies and printer supply inventory.
Maintains records and documentation for all regulatory requirements testing and inspection requirements as directed, including but not limited to elevator, escalators, and lifts.
Supports edits and updates to the Facilities Management webpage to make sure the site is kept current, engaging, informative, and relevant.
Process requests and assigns access rights for faculty, staff and students student staff in CSGOLD software. Works with departments to ensure both access and security to spaces are maintained. Coordinates with public safety and facilities administration as required.
Supports campus scheduling team with event reports as needed or during their absences. Gathers, organizes, and updates diagrams for events, assembles and distributes event reports.
Supports facilities request for services, assisting customers, asking relevant questions, assigning to staff, and supports documented notations, data entry, completions.
Maintains records, documentation, and provides appropriate access for all key, access card distribution, and fuel software system.
Other duties as assigned.