Facilities Support Specialist

Ivy Tech Community College•Terre Haute, IN

7d•Onsite

About The Position

The Facilities Support Specialist provides comprehensive administrative and operational coordination for the Facilities Department by managing the department's administrative processes, purchasing support, inventory systems, key control, fleet coordination, facilities scheduling, and departmental records. This position serves as the primary coordinator for the department's business operations, ensuring efficient workflows, accurate documentation, responsive customer service, and compliance with College policies and procedures. The Facilities Support Specialist works collaboratively with Facilities leadership, campus departments, vendors, and contractors to support the safe, efficient, and effective operation of campus facilities.

Requirements

High school diploma or GED required.
Minimum of three (3) years of progressively responsible administrative, office coordination, purchasing, facilities support, or operations experience.
Demonstrated experience utilizing computerized administrative systems.
Proficiency in Microsoft Office Suite.

Nice To Haves

Associate degree in Business Administration, Office Administration, Facilities Management, or a related field preferred.
Experience working within higher education or a large, multi-department organization.
Experience with purchasing, inventory control, fleet coordination, or facilities operations.
Experience using enterprise resource planning (ERP) systems.
Experience coordinating multiple projects simultaneously.
Demonstrated organizational and project coordination skills.
Strong written and verbal communication skills.
Ability to manage multiple priorities while meeting established deadlines.
Strong attention to detail and accuracy.
Excellent customer service and interpersonal skills.
Ability to establish and maintain effective working relationships across multiple departments.
Ability to interpret and apply College policies and procedures.
Ability to exercise sound judgment when coordinating departmental operations.
Ability to maintain confidential information.
Ability to learn and effectively utilize institutional software systems including Workday, Banner, Ivy Market, 25Live, and Facilities management software.

Responsibilities

Coordinates the daily administrative operations of the Facilities Department by maintaining departmental records, coordinating communications, managing documentation, supporting Facilities work requests, coordinating vendor visits and deliveries, overseeing shipping and receiving activities, and ensuring administrative processes are completed accurately and efficiently.
Coordinates departmental purchasing activities by processing purchase requisitions, standing orders, purchase card transactions, invoices, and change orders while maintaining accurate purchasing records and ensuring compliance with institutional purchasing policies and procedures. Serves as the primary administrative resource for purchasing communication between Facilities staff and vendors.
Maintains departmental inventory systems and fixed asset records by coordinating inventory activities, supporting institutional audits, tracking grant-funded equipment, and ensuring inventory documentation remains accurate, complete, and compliant with College requirements.
Administers the department's key control records by maintaining key inventories, issuing and receiving campus keys, maintaining electronic access device assignments, documenting custody records, and supporting campus physical security through accurate access management.
Coordinates departmental vehicle operations by scheduling vehicle usage, maintaining maintenance and fuel records, coordinating service appointments, processing vehicle registration and licensing documentation, and preparing utilization reports.
Coordinates reservations for common and outdoor campus spaces utilizing College scheduling systems, collaborates with campus departments regarding scheduling requests, and coordinates Facilities support requirements for campus events.
Provides professional customer service to faculty, staff, students, vendors, and contractors by responding to inquiries, assisting with departmental projects, supporting operational initiatives, and performing other duties as assigned.

Benefits

Multiple medical plan options paired with a Health Savings Account with a generous employer contribution
Dental plan with no-cost preventive services and coverage for orthodontia
Vision plan with low-cost exams and allowances for glasses or contact lenses
Employee Assistance Program offering no-cost confidential counseling sessions, legal consultations, financial planning consultations, and other resources
Wellness program with opportunities to earn $250 in Wellness Rewards
Flexible Spending Accounts for healthcare (limited purpose) and dependent care
10% employer retirement contribution, fully vested after two years
Basic life insurance equal to annual salary paid by the College, with optional supplemental coverage
Short-term and long-term disability benefits
Fee remission for employees, spouses, and dependent children
Tuition assistance for undergraduate, graduate, and doctoral programs
Paid professional development opportunities
Generous paid time off, including vacation, sick leave, holidays, and winter recess
Flexible work arrangements where available
Paid childbirth recovery leave (8 weeks)
Paid parental leave (4 weeks)
Eligibility for Public Service Loan Forgiveness
Additional discounts on gym memberships, transportation, and various retail services