Facilities Services Office Coordinator

University of Portland • Portland, OR

51d • $21 • Onsite

About The Position

The Facilities Services Office Coordinator provides key administrative support to enhance the work of approximately 90 Facilities Services Staff who are responsible for maintaining the buildings and grounds at the University of Portland. The Office Coordinator is responsible for providing timely and attentive customer service, administrative duties and procedural assistance to the department. This position reports to the Operations Manager, Facilities Services.

Requirements

• Associates degree.
• One to two years related professional experience providing customer service and administrative support in an office setting.
• Proven success in following through and completing projects.
• Strong orientation towards taking initiative and ownership of projects and being proactive with assignments and process improvements.
• Ability to prioritize, multitask, and meet deadlines.
• Excellent organizational skills and attention to detail.
• Excellent analytical and problem-solving skills.
• Research skills and ability to present data in a clear and persuasive manner.
• Excellent verbal and written communication skills.
• Ability to routinely and independently exercise sound judgment in making decisions.
• Ability to maintain confidentiality and effectively handle highly sensitive and confidential information with sound judgment, tact, and discretion.
• Excellent customer service and interpersonal skills
• Competence with and commitment to inclusive excellence; ability to be an effective partner with diverse students, faculty, and staff.
• Ability to establish effective working relationships, professional rapport, and effectively accomplish work within a University setting that includes a wide array of individuals, groups, policies, and processes.
• Effective ability to use and learn computers, technology, software, and applications at level of sophistication required for the duties of the position, including, without limitation, Microsoft Office (Outlook, Word, Excel, and PowerPoint), the internet, and computerized maintenance management systems.
• All University of Portland positions require the ability to quickly learn and use new technologies, software, and applications in depth and at level of proficiency required for duties of the position.

Nice To Haves

• Experience working in a Facilities environment or higher education setting.
• Bachelor's degree.

Responsibilities

• Serve as the primary point of customer service for Facilities Services by managing the department switchboard and responding to email inquiries and servicing walk-in visitors.
• Perform office administrative processes, including but not limited to coordinating uniform orders, processing check requests, ordering and keeping track of office and medical supplies, creating and maintaining personnel files, maintaining contact lists, and completing data entry as needed.
• Maintain Facilities calendars and schedules, including those related to conference room usage, equipment usage, vendor appointments and access, special events, training schedules, and staff on-call status.
• May oversee and carry out other duties associated with scheduling, organizing, and operating meetings and events, including arranging for services, overseeing the production and distribution of materials, recording minutes, and administering logistics.
• Organize and maintain Facilities Services Office areas.
• Supervise Facilities Services student employees who support administrative staff. Supervisory responsibilities include hiring processes, setting of expectations, training and professional development, performance management and evaluations, and disciplinary processes up to termination of employment.
• Act as primary contact for customers impacted by facilities work by managing communication notices and updates related to Facilities projects across campus.
• Assist with scheduling technician access to high usage areas.
• Manage and oversee utility and waste management billing processes, including tracking monthly charges for electricity, gas, and water; reconcile usage with occupancy; resolve discrepancies; and ensure timely, accurate payment and documentation.
• Assist Operations Manager or designee in maintaining Facilities internal and external websites.
• Assist with departmental processes including but not limited to those related to staff and student employee recruitment, workflow processing, and Facilities work orders (TMA).
• Identify and implement process and operational improvements, providing contributions to the overall efficiency and impact of the department.
• Train and support staff with departmental technology: phones, computers, conference room A/V, etc.
• Collect and report on compliance based information for city and state requirements such as permits, utility reporting, and well usage reporting.
• Support in the creation and updates of content in various department documents, reports, spreadsheets, websites, and other media, ensuring accuracy.
• Other duties as relevant to the duties of the position or as assigned by supervisor or designee.

Benefits

• Medical and dental insurance, life insurance, sick time and vacation time consistent with University policies, long-term disability insurance, flexible spending account benefits, tuition remission benefits generally starting after 90 days (employee) or 2 years (spouse and children) of employment, retirement contributions generally starting after 2 years of employment, and eligibility for the University's home purchase assistance program consistent with program requirements. (Benefits are subject to all relevant University policies, practices, contracts, and any other relevant materials.)

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees