Coordinator of Operations Services

Zane State College • Zanesville Campus, OH

22h • Onsite

About The Position

Serves as the primary contact and provides support for College operational areas of Zane State College including working with external organizations in scheduling/paying for ZSC conference room usage. Drafts and prepares correspondence for the department including estimates, invoices, and collection notices. Prepares requisitions and oversees purchasing card transactions. Assists with planning and implementation of projects, special events, and programs. This position manages daily operations of the College facilities office including answering questions related to event scheduling, space utilization, maintenance, grounds, and custodial work order needs. Prepares, assigns and submits work order to College facilities employees. Serves as primary contact for facility rental and event scheduling for which billing and follow up collections is required. Uses judgement to determine fees to charge organizations and communicates this information to organizations. Utilizes College event scheduling software to maintain current and future events of the campus community rooms and external spaces. Coordinates with vendors and College Business Office to order supplies and maintain adequate inventory for College operations. Maintains departmental policies and procedures to answer routine and non-routine questions and resolves problems or issues. Manages departmental file systems and record-keeping functions. Utilizes computer-based inventory management system for supply management. Schedules and maintains calendar of appointments, meetings and travel itineraries and schedules conference rooms. Prepares documents, meeting materials and correspondence and takes minutes for meetings. Performs administrative support duties. The hiring range for this role is between $34,500.00 - $40,250.00 and the earning potential for this salary band is up to $64,000.00 Annual USD.

Requirements

• Associate degree or minimum of 2 years of experience in business or related field
• Proficiency with all Microsoft Office Software Applications
• Comprehensive Excel experience
• Use of reporting tools/software
• Strong interpersonal communication and customer service skills
• Strong analytical skills
• Effective time management & organizational skills
• Ability to independently solve problems, prioritize tasks
• Work effectively with all levels of staff, faculty and students.

Nice To Haves

• Bachelor’s degree preferred.

Responsibilities

• Coordinates the planning and scheduling of College facilities with internal and exterior customers including revenue invoicing and collection.
• Coordinates special events.
• Maintains and publishes monthly events and outside activities schedule.
• Ensures outside customers meet the requirements for facilities rental and denies rental if requirements are not met.
• Serves as liaison to internal and external contacts.
• Maintains Key management system with issuance and return of keys.
• Cut new keys when needed.
• Schedules HVAC for special events, and door access for afterhours events on campus Center/Receiving on a weekly basis.
• Contacts vendors to secure products for campus inventory.
• Receives invoices and processes invoices for payment through the Business Office.
• Maintains supply inventory control working with Business Operations Attendant to secure campus supplies.
• Manages facilities work order request system.
• Assigns work orders to building attendant personnel.
• Communicates with work order requestors to verify and confirm work order expectations as needed.
• Closes work orders and reports quarterly work order statistics.
• Works with Building Attendant Supervisor to determine maintenance supply orders, obtains vendor quotes, prepares requisitions, and processes orders.
• Prepares requisitions for operational departments.
• Monitors and maintains departmental budgets and assists with annual budget preparations.
• Generates and maintains fiscal documents and files.
• Creates and oversees departmental databases, files and reports.
• Works with Building Supervisor Attendant to maintain campus equipment inventory, tool inventory, fuel logs for back billing.
• Tracks campus utility information for reporting and bidding of utilities.
• Tracks campus vehicle logs for reporting.
• Establishes procedures for maintaining confidential records and information.
• Maintains the Operation’s department paper archives and digital archives.
• Utilizes department and/or College policies, practices and procedures to answer routine and non-routine questions and resolves complex problems and issues.
• Prepares documents, meeting materials and correspondence and takes minutes.
• Attends meetings or conducts routine sessions or orientation for administrators.
• Provides support for special projects.
• Performs all other duties as assigned.

Benefits

• Competitive base salary
• Comprehensive healthcare plans including medical, dental, vision, and prescription coverage
• HSA/FSA
• Employee Assistance Program
• Tuition Reimbursement for applicable degrees
• Life and long-term disability insurance
• Supplemental retirement savings plans
• Generous paid time off including vacation, sick, and personal leave

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree