OPERATIONS COORDINATOR

OPERATIONS & FACILITIES

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

HIRING SALARY RANGE: $22 - $26 / 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 coordinator and performs a variety of clerical functions in support of the operations, maintenance, repair, tracking, and upkeep of the campus.

RESPONSIBILITIES

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

• Provides administrative support, including scheduling, to the Chief Operating Officer (“COO”) and the Director of Facilities;
• Functions as the initial point of contact for the Operations area and the Facilities department, fielding questions, scheduling appointments, responding to service requests, and providing exceptional customer service;
• Provides support for the College's space scheduling software, including creation of events as well as checking availability for requested events;
• Creates, edits, and maintains departmental publications, marketing materials, presentations, websites and social media presence;
• Supports activities related to the departmental budget, including establishing vendors in the system, creating requisitions, processing invoices, tracking open purchase orders, and reconciling department credit card(s);
• 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;
• Supports Operations and Facilities Department in managing special projects, including having ownership of projects with increasing levels of difficulty and complexity over time;
• Manages office supply inventory as well as supplies for general campus use;
• Maintains file system for large volumes of plans, documents, and permits related to past, present, and future campus construction and other programmatic efforts;
• Assists personnel in maintaining a clean and presentable office environment including communal meeting areas and kitchen;
• Maintains a project list for the COO, the Director of Facilities, and others in the Department;
• Independently composes routine correspondences to internal and external parties;
• Manages job order contracting process;
• Manages vendor coordination for planned and unplanned work;
• Supports asset management of furniture and equipment;
• Supports the coordination of turnover activities for student housing;
• Performs other related duties as assigned

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 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 have strong research and data collection skills;
• Must be detail-oriented with excellent organizational skills;
• Must have project management 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

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.