Facilities Intern - (Immediate Opening)

IDEA Public Schools•Weslaco, TX

2d•Onsite

About The Position

The Facilities and Construction department manages the IDEA experience beyond the classroom, from the moment a student sets foot in our schools until a student walks the stage at graduation. Our team works to eliminate operational obstacles that could prevent teachers and school leaders from focusing on instruction. Specifically, the Facilities and Construction team is responsible for achieving operational excellence at every school, with a specific emphasis in the following areas: maintenance staff hiring, onboarding and development, facility maintenance, staff and student safety, as well as leading the execution of construction and warranty management. The intern position will support the needs of the team to work more efficiently and strategically. This includes support in logistical preparation for professional development events, organization files, preparing reports, and assisting with team financials such as AMEX reconciliation, staff reimbursements, and vendor payments through Tyler Munis and Concur applications.

Requirements

Excellent oral, written, and overall communication skills.
Strong organization and attention to detail.
Highly self-motivated and proactive.
Quick to problem-solve logistical challenges.
Ability to work with a diverse group of people, including IDEA school leaders.
Can operate Microsoft Office (including Excel, Word and Outlook and willing to work any new software).

Nice To Haves

Support the Facilities and Construction Team by: Receive, sort, and distribute incoming mail and packages to appropriate departments and staff.
Prepare and send outgoing mail, ensuring proper labeling, postage, and timely delivery.
Ensure confidentiality and security of all mail handled.
Enter requisitions accurately and in a timely manner into the financial system.
Monitor and complete pending receiving to ensure compliance with procurement and accounting policies.
Maintain accurate records to support audits, budget tracking, and reporting.
Communicating effectively with facilitators, campus staff, and other IDEA employees and vendors before, during, and after trainings, as needed.
Support the Facilities and Construction team’s financial reports by: Ensure timely updates and data integrity to support reporting and decision-making.
Review and analyze entries to identify trends, anomalies, or discrepancies.
Populate and maintain the kWh consumption report with accurate data.
Communicate with team members to collect information such as receipts, agendas, packing slips, additional backup documents needed.
Support weekly credit card reconciliation process.
Assist cardholders with reviewing transactions and providing proper documentation.
Assist members with booking travel: flights, car rentals, hotels.
Submitting requisitions and receiving goods/services on Tyler Munis.
Work with leads to select vendors and place orders.
Support logistics of the Talent Development Team by: Preparing training materials.
Arranging on-site logistics.
Organize materials (handouts, name tags, name tents, printing material, ).
Assist with technology preparation.
Ship items to Facilities and Construction Team members.
Keep inventory of facilities uniforms.
Ship and uniforms to Facilities campus staff.

Responsibilities

Receive, sort, and distribute incoming mail and packages to appropriate departments and staff.
Prepare and send outgoing mail, ensuring proper labeling, postage, and timely delivery.
Ensure confidentiality and security of all mail handled.
Enter requisitions accurately and in a timely manner into the financial system.
Monitor and complete pending receiving to ensure compliance with procurement and accounting policies.
Maintain accurate records to support audits, budget tracking, and reporting.
Communicating effectively with facilitators, campus staff, and other IDEA employees and vendors before, during, and after trainings, as needed.
Ensure timely updates and data integrity to support reporting and decision-making.
Review and analyze entries to identify trends, anomalies, or discrepancies.
Populate and maintain the kWh consumption report with accurate data.
Communicate with team members to collect information such as receipts, agendas, packing slips, additional backup documents needed.
Support weekly credit card reconciliation process.
Assist cardholders with reviewing transactions and providing proper documentation.
Assist with booking travel: flights, car rentals, hotels.
Submitting requisitions and receiving goods/services on Tyler Munis.
Work with leads to select vendors and place orders.
Preparing training materials.
Arranging on-site logistics.
Organize materials (handouts, name tags, name tents, printing material, ).
Assist with technology preparation.
Ship items to Facilities and Construction Team members.
Keep inventory of facilities uniforms.
Ship and uniforms to Facilities campus staff.
Believes and is committed to our mission: that all students are capable of getting to and through college.
Is driven by outcomes and results, and wants to be held accountable for them.
Has a propensity for action, willing to make mistakes by doing in order to learn and improve quickly.
Thrives in an entrepreneurial, high-growth environment; is comfortable with ambiguity and change.
Seeks and responds well to feedback, which is shared often and freely across all levels of the organization.
Works through silos and forges strong cross-departmental relationships in order to achieve outcomes.