OPERATIONS COORDINATOR

OPERATIONS & FACILITIES

CLASSIFICATION: Level 2 / Class Code 2020 / Non-Exempt / Full-Time / Benefited / Represented

HIRING SALARY RANGE: $24.50 - $27.00 per hour

THE DEPARTMENT

The Operations Department includes oversight and responsibility for Facilities, Special Events & Guest Services, Construction & Campus Planning, Space Allocation, Sustainability, and Safety/Security functions at the College. The Facilities department involves the maintenance and oversight of the campus' five buildings, including building engineering, building custodial services, and campus utilities.

THE ROLE

Under the general supervision of the Operations and Sustainability Manager, the Operations Coordinator provides administrative, financial, and customer service support for the Operations area with a specific emphasis on the Facilities Department. This role is responsible for interdepartmental coordination and performs a variety of clerical functions in support of the operations, maintenance, repair, tracking, and upkeep of the campus. Problem solving skills are required to resolve complex invoice reconciliations, vendor account issues and end of year reconciliation duties.

RESPONSIBILITIES

Typical duties and responsibilities consist of, but are not limited to, the following:

• Supports activities related to the departmental budget accounts management, creating purchase requisitions, processing invoices, tracking open purchase orders, reconciling monthly and semi-annual accounts, reconciling department credit card(s) and establishing vendors in the system;
• Functions as the initial point of contact for the Operations area and the Facilities department, fielding questions, scheduling appointments, and providing exceptional customer service;
• Coordinates the Facilities department's work order system, including distributing service requests tickets to staff and responding to service requests;
• Serves as focal point for disseminating information about available resources and functions to students, faculty, staff, alumni and external constituencies;
• Creates, edits, and maintains departmental publications, marketing materials, presentations, websites and social media presence;
• Serves as the main point of contact for all fiscal and general inquiries from external vendors, working in close coordination with the Fiscal Services and Purchasing departments;
• Manages the student worker program for the Operations department;
• Maintains cloud based file systems for large volumes of plans, documents, and permits related to past, present, and future campus construction and other programmatic efforts;
• Independently composes routine correspondences to internal and external parties;
• Manages job order contracting process;
• Provides administrative support, including scheduling, to the Chief Operating Officer (“COO”) and the Director of Facilities;
• Manages vendor coordination for planned and unplanned work, including contacting and meeting vendors
• Supports asset management of furniture and equipment;
• Supports the coordination of facilities turnover activities;
• Supports Operations and Facilities Department in managing special projects, including having ownership of projects with increasing levels of difficulty and progressive complexity
• Assists personnel in maintaining a clean and presentable office environment including communal meeting areas and kitchen;
• Manages office supply inventory as well as supplies for general campus use;
• Performs other related duties as assigned
• Oversees and manages departmental events including, but not limited to, event planning, marketing, communication, partnering with other campus departments as needed, and coordinating with external constituents;
• Support the implementation of the college's housing reservation system;

REQUIREMENTS

EDUCATION AND EXPERIENCE

• Undergraduate degree and one year of office experience, or four years of office experience required;
• Demonstrated facilities administration experience preferred;
• Bilingual or fluency in other languages, particularly Spanish or Arabic, preferred.

KNOWLEDGE, SKILLS & ABILITIES.

• Must have outstanding customer service skills including exceptional communication skills in all mediums with ability to build strong relationships with colleagues;

• Must have proven ability to work independently and autonomously, pursuant to direction from multiple parties, while experiencing frequent interruptions;

• Must have strong research and data collection skills;

• Must be detail-oriented with excellent organizational skills;

• Must possess strong problem solving skills and have the ability to analyze problems, determine solutions and make decisions based upon analysis

• Must be able to interact tactfully and professionally in busy office setting with staff, students, faculty, alumni, and external constituencies;

• Must have sensitivity to the cultural diversity of a college campus and be enthusiastic about working with a diverse population;

• Must have strong multi-tasking skills and ability to meet constantly changing priorities and regular deadlines;

• Must be able to work with sensitive information and interact professionally, diplomatically, and confidentially with constituents;

• Must have strong project management skills and leadership skills including motivation, goal setting, and monitoring progress;

• Must be able to independently analyze and respond to inquiries;

• Must possess desire and motivation to take on new challenges and learn daily;

• Must have working knowledge of Microsoft Office applications, including Excel, Word, PowerPoint.

• Must possess critical thinking skills and is able to thoroughly understand, interpret, and explain complex university policies and procedures and apply it to their everyday work;

BENEFITS

HEALTH AND WELFARE BENEFITS

• Comprehensive medical, dental and vision insurance coverage
• Flexible Spending Accounts for transportation-related, healthcare and dependent care expenses
• Employee Assistance Program

FOR YOUR FINANCIAL FUTURE

• Life Insurance, Disability Insurance, and Legal Insurance
• University of California Retirement Plan (a defined benefit plan)
• Deferred Compensation Plans/Pre-tax Retirement Savings Programs

FOR YOUR WORK/LIFE BALANCE

• Fourteen paid holidays per year
• Generous vacation and sick leave
• Commuter Benefits Program

THE HIRING PROCESS

THIS POSITION HAS BEEN DESIGNATED AS “SENSITIVE” AND REQUIRES A PRE-EMPLOYMENT BACKGROUND CHECK.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please contact Human Resources if you require a reasonable accommodation to apply for a job. Examples of reasonable accommodation include making a change to the application process, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

WHAT TO EXPECT

Applicants who meet the position requirements will be competitively evaluated to identify the individuals whose breadth and depth of experience and education most closely relate to the stated requirements and the needs of the College. Depending on the quality and number of the applications received, only the better qualified applicants may be contacted for an interview. THE POSITION IS OPEN UNTIL FILLED.

The skills listed above are comprehensive, and we understand there are great candidates who possess only a subset of those skills, or who have other important skills. If you match some of these skills, please do not hesitate to apply.

UC Hastings College of the Law is an equal opportunity employer. UC Hastings strives to provide a diverse and inclusive educational environment that fosters cultural awareness, mutual understanding and respect. UC Hastings College of the Law is interested in candidates who will contribute to diversity and equal opportunity in higher education through their teaching. Qualified women and members of underrepresented minority groups are strongly encouraged to apply.