Senior Coordinator, Operations & Facilities

Vanderbilt University•Nashville, TN

10h

About The Position

The Senior Coordinator of Facilities and Operations is a member of Student Centers in the division of Student Affairs at Vanderbilt University and is a key individual contributor responsible for the operations of the Student Centers department, which includes multiple student centers and auxiliary buildings, event services and production services. This position utilizes strong customer service and communication skills, excellent organizational and critical thinking capabilities, and an ability to solve problems effectively and efficiently. The coordinator provides support for all Student Centers staff ensuring businesses practices and policies are efficient and that the entire unit operates with excellence. This position also supports facility operations, including monitoring for maintenance needs, coordination of renovation projects and supporting our partners in Plant Operations and Campus Planning on their work in Student Centers facilities. The Senior Coordinator manages relationships with internal stakeholders and external vendors, provides strategic management of digital platforms, leads space usage data collection and assessment, and creates a developmental and effective student employee experience in Facilities and Operations. The Senior Coordinator also collaborates with the Associate Director to create and revise policy and workflow documents. The Senior Coordinator of Facilities and Operations models leadership and expertise to the Coordinator of Facilities and Operations and oversees key initiatives in the department.

Requirements

A Bachelor’s degree, or an equivalent combination of education, relevant military experience, and relevant skills, is required.
At least three years of related experience in business operations, event services or facilities is necessary.
Proven customer service and project management experience is necessary.
Proven ability to prioritize and multi-task is necessary.
Excellent interpersonal skills are necessary.
Proven ability to work independently and in teams is necessary.
Organizational skills and attention to detail is necessary.

Nice To Haves

Experience with the following programs: Microsoft Office Suite, with emphasis on Excel and Event Management System (EMS) is preferred.
Awareness of Student Center operations is preferred.

Responsibilities

Serve as a Procurement requestor and One Card holder for the department.
Attends Procurement User Group Meetings and stays up to date with policy and system changes.
Assists with budget review and analysis on a monthly, quarterly, and annual basis.
Works closely with FUM for financial activities for the department.
Maintains an understanding of institutional and departmental financial policies related to areas such as travel, procurement, expense, and time reporting to ensure compliance and proper stewardship of university resources.
Prepares a review of student labor and work schedules to ensure efficiency and to help prepare forecasts and budget.
Lead and provide oversight for the following Coordinator responsibilities: Assessing external event requests, event quote process, and workflow with Intake Team when events are ready to book.
Internal and external billing, including training event managers and other Student Centers staff on proper billing procedures.
Logistics for events in the following West End Neighborhood facilities: Multicultural Community Space, Leadership and Service Space, Student Engagement Space, and adjacent outdoor spaces.
Coordinates building security needs for the department.
Coordinates the online marketplace and event ticketing platform for Vanderbilt student organizations, including evaluation of all digital platforms used by Student Centers.
Coordinates Student Centers digital signage and digital room cards, managing both hardware and software functionality.
Supports strategic vision of and maintains Student Centers website.
Coordinates maintenance requests, capital improvements, furniture/fixture/equipment purchases and small construction projects in Student Centers facilities.
Build and maintain departmental Furniture, Fixtures, & Equipment (FF&E) spreadsheet which provides data to forecast capital and operational expenses 3-5 years in advance.
Submits, tracks and follows up on work order requests for repairs and housekeeping, following up with VUMO as needed.
Manages relationships with external vendors that provide furniture and services.
Conducts meetings with all building associates and auxiliary building occupants as needed.
Coordinates assessment for Student Centers to integrate student, faculty, and staff input into space and operational improvements.
Ensures facility use is in compliance with established guidelines (i.e. fire safety, access, etc.).
Maintains shared storage facilities in Student Centers and communicates yearly clean-out schedule.
Manages standard facility signage in Student Centers.
Creates and facilitates Facilities and Operations training for all Student Centers student employees annually in August and as needed throughout the academic year.
Leads the Facilities and Operations student employment program, including hiring, training, and supervising undergraduates, HOD interns, and graduate students as needed.
Trains and manages students responsible for entering housekeeping work orders.
Directs and supervises student staff to support operational needs.
Creates and follows up on daily work assignments assigned to student staff.
Assists in student discipline and incentive programs.
Leads annual review of Student Affairs Facilities Guidelines and Space Improvement Form process in order to provide consistent facilities support to Student Affairs building occupants.
Works as part of a team to update all policies, procedures, and emergency preparedness efforts for all Student Centers and auxiliary facilities.
Ensures all Student Centers’ building associates are in compliance with departmental policies, emergency preparedness procedures and any other applicable university standard.
Models leadership and facilities expertise to Coordinators of Facilities and Operations.
Utilizes excellent customer service skills.
Networks to know key stakeholders and building associates by name.
Ensures outstanding facility cleanliness.
Attends meetings as required.
Works a flexible schedule based on projects.
Demonstrates a willingness to support colleagues across the division in order to encourage the implementation or fulfillment of divisional goals and strategic priorities.
Serves on divisional committees and working groups to enrich the experience and resources available to staff across the division.
Participates in division wide events as needed (Move-In Day, Rites of Spring, Diverse ‘Dores Day, MLK Day, etc.) to support colleagues and ensure these events run smoothly.
Other duties as assigned to advance the mission of Student Centers, Student Affairs and Vanderbilt University.