Facilities Management Administrative Coordinator

This position is responsible for carrying out a variety of essential management support duties for the Executive Director of Facilities Management and the Facilities Management Department to include but not limited to administrative support functions, finance and record keeping functions, technical support functions, and interdepartmental/interpersonal functions. This position requires independent judgement with an understanding of Facilities Management Department functions, procedures, and terminology as well as an understanding of financial procedures and terminology.

Reports To Executive Director of Facilities Management What position(s) reports to this position?

Student Employees

Minimum Education/Experience

Associate’s degree

Minimum (2) years’ full time work experience in responsible office administration position demonstrating confidentiality, organizational skills, management of multiple priorities and an ability to exercise good independent judgement.

Required Knowledge, Skills & Abilities

Knowledge of facilities management system software for data tracking, data analysis, and reporting of utility, energy management, and monitoring requirements.

Must be available for twenty-four (24) hour, seven (7) days per week recall.

Knowledge and ability to analyze and anticipate needs of all phases of facilities management operations.

Broad understanding of utility tracking and energy management disciplines with the ability to analyze and forecast usage trends.

General knowledge of computers, Windows operating systems, Microsoft Office software (or similar software), computerized Facilities Management System (SharePoint, KACE, Pear.ai, Ad Astra, etc.), all College-wide Integrated Information Systems.

Knowledge to provide for the planning, development, and operation of a complex facility.

Excellent interpersonal skills. Must be able to work with all areas of Facilities Management in a pleasant, professional, and efficient manner.

Accomplished oral and written communication skills.

Ability to organize, prioritize, and work effectively in a strong service environment under pressure and subject to frequently changing priorities.

Ability to effectively organize, direct, and personnel during crisis or emergency situations.

Ability to assist with inclement weather abatement.

Physical Demands/Working Conditions

PHYSICAL/MENTAL DEMANDS AND WORKING CONDITIONS:

The work is medium work which requires the person in this position to exert up to 50 pounds of force occasionally, and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects.

Additionally, the following physical abilities are required:

Climbing: Ascending or descending ladders, stairs, scaffolding, ramps, poles and the like, using feet and legs and/or hands and arms; body agility is emphasized; and this factor is important if the amount and kind of climbing required exceeds that required for ordinary locomotion.

Balancing: Maintaining body equilibrium to prevent falling when walking, standing, or crouching on narrow, slippery, or erratically moving surfaces; this factor is important if the amount and kind of balancing exceeds that needed for ordinary locomotion and maintenance of body equilibrium.

Stooping: Bending body downward and forward by bending spine at the waist; this factor is important if it occurs to a considerable degree and requires full use of the lower extremities and back muscles.

Kneeling: Bending legs at knee to come to a rest on knee or knees.

Crouching: Bending the body downward and forward by bending leg and spine.

Crawling: Moving about on hands and knees or hands and feet.

Reaching: Extending hand(s) and arm(s) in any direction.

Standing: Particularly for sustained periods of time.

Walking: Moving about on foot to accomplish tasks, particularly for long distances or moving from one work site to another.

Pushing: Using upper extremities to press against something with steady force in order to thrust forward, downward or outward.

Pulling: Using upper extremities to exert force in order to draw, drag, haul or tug objects in a sustained motion.

Lifting: Raising objects from a lower to a higher position or moving objects horizontally from position-to-position; this factor is important if it occurs to a considerable degree and requires the substantial use of the upper extremities and back muscles.

Manual Dexterity: Picking, pinching, typing or otherwise working, primarily with fingers rather than with the whole hand or arm as in handling.

Grasping: Applying pressure to an object with the fingers and palm.

Feeling: Perceiving attributes of objects, such as size, shape, temperature or texture by touching with skin, particularly that of fingertips.

Talking: Expressing or exchanging ideas by means of the spoken word; those activities in which one must convey detailed or important spoken information or instructions to others.

Hearing: Perceiving the nature of sounds at normal speaking levels with or without correction; ability to receive detailed information through oral communication; and make fine discrimination in sounds.

Repetitive Motions: Substantial movements (motions) of the wrists, hands, and/or fingers.

Visual Acuity: Requires close visual acuity to perform activities such as but not limited to: preparing and analyzing data and figures; transcribing; viewing a computer terminal; expansive reading; visual inspection involving small defects, small parts and/or operation of machines (including inspection); using measurement devices; and/or assembly of fabrication of parts at distances close to the eyes.

Work is mainly performed in a relatively safe, secure, and indoor work environment; work is also performed outside and subject to weather conditions.

Exposure to extremes in weather (Heat, cold, wind, humidity, noise, and vibrations); fumes, odors, dusts, mists, gases, or poor ventilation.

Exposed frequently to close quarters, crawl spaces, shafts, manholes, small/enclosed rooms, small sewage and water line pipes, and other areas which could cause claustrophobia; must be able to function in narrow aisles or passageways.

Work is performed during a normal daily schedule; works on-call as scheduled 24 hours/day, 7 days a week.

Preferred Qualifications

Minimum (2) years’ full time work experience in responsible office administration position demonstrating confidentiality, organizational skills, management of multiple priorities and an ability to exercise good independent judgement at an institution of higher education

Required Training

Quarterly compliance training as assigned by institution

Work Hours

Monday through Friday; 8:00am to 5:00pm, and additionally as needed.

Department Facilities Management Job Open Date 08/06/2025 Job Close Date Open Until Filled No HR Contact Rose Sanchez Special Instructions to Applicants

Applicants are to thoroughly complete the online application and attach the following required documents: cover letter, resume, and transcript conferring highest degree.

Applicants who do not attach the required documents will not be considered for the position.

For application assistance, please contact Human Resources at (405) 682-7542, Monday through Friday between the hours of 8:00 AM and 5:00 PM.