Administrative Coordinator to the Director of Facilities

POSTING INFORMATION

Internal Title

Administrative Coordinator to the Director of Facilities

Position Type

Classified

Faculty / Non-Faculty / Administration

Non-Faculty

Pay Band

5

Level

4

Department

Facilities Management Administration

Job Purpose

Administrative Coordinator to Director of Facilities Operations. Plans, coordinates, and performs complex administrative and business management activities for the Director. This position works closely with other facilities department directors, managers, and other division staff. This position provides administrative support to the Director of operation, shop supervisors, and other departmental staff.

Minimum Requirements

High School Diploma and or four (4) years of relevant administrative experience is required. Bachelor’s degree and at least one year of administrative experience pertinent to facilities is highly preferred. Experience in a higher education facilities setting is preferred. A valid SC driver’s license, or the ability to obtain one within 30 days of employment. Candidates with an equivalent combination of experience and/or education are encouraged to apply.

Required Knowledge, Skills and Abilities

Must have excellent written and verbal communication skills. Excellent phone and customer service skills are required. The ability to integrate, interpret, and communicate information from diverse sources to address complex issues is required. Must have strong interpersonal, organizational and motivation skills. Skill in organizing resources and setting priorities is required. Must have the ability to establish and maintain effective working relationships with a variety of individuals throughout a diverse campus community while maintaining a professional demeanor at all times. Must be capable of initiating, coordinating and completing multiple projects and complex administrative tasks simultaneously, with minimal supervision, while ensuring deadlines are met. Must have the ability to take initiative in assessing and resolving problems and anticipating future needs. Must have excellent attention to detail and strong analytical, research, and problem-solving capabilities. Ability to analyze and interpret data is essential. Must be a self-starter that can be flexible and adjust to changing priorities and direction at short notice. The ability to act decisively, calmly and effectively in emergency situations is required. Must have a cooperative and collaborative working style. Must have a broad appreciation and undertaking of complex organizational issues and priorities, and the ability to make decisions for the benefit of the entire campus. Advanced knowledge and a thorough understanding of contemporary issues related to facilities management on a college campus is desired. Must be skilled with databases, spreadsheets, PC/Mac and Microsoft Suite (Outlook, Word, Excel, and PowerPoint). Experience with Adobe and Photoshop is strongly preferred. Experience with Banner products, PeopleAdmin, and AiM Facilities Management software is preferred. All employees at the College are expected to perform their jobs in a safe manner in accordance with best safety practices as prescribed by their department, the Office of Environmental Health and Safety, and the Occupational Health and Safety Administration training as provided by Facilities Management at the College of Charleston.

Additional Comments Regarding Position

Must be discreet and maintain confidentiality in handling confidential documents, materials, and other information. May be required to be on campus prior to & immediately following all emergencies such as hurricanes, floods, ice/snow storms, etc. Must be physically able to bend, reach, and stoop as necessary to perform administrative duties. Must be able to lift packages and equipment weighing up to 30 lbs.

Special Instructions to Applicants

Please complete the application to include all current and previous work history and education.  A resume will not be accepted nor reviewed to determine if an applicant has met the qualifications for the position.

*Salary is commensurate with education/experience which exceeds the minimum requirements.

Offers of employment are contingent upon a successful background check.

All applications must be submitted online https://jobs.cofc.edu. 

Salary

*$44,833 - $50,000

Posting Date

03/04/2025

Closing Date

03/18/2025

Benefits

• Insurance:  Health/Dental/Vision
• Life Insurance
• Paid Leave:  Sick/Annual/Parental
• Retirement
• Long Term Disability
• Paid Holidays
• Free CARTA Bus Service
• Employee Tuition Assistance Program (ETAP)
• Employee Assistance Program (EAP)
• Full Benefits Package – Click Here

Open Until Filled

No

Posting Number

2025023

EEO Statement

The College of Charleston is an equal opportunity employer and does not discriminate against any individual or group on the basis of sex, gender (including gender identity and/or expression), pregnancy, race, religion, color, national origin, age, disability, military or veteran status, sexual orientation, genetic information, and other classifications protected by applicable federal, state, and local laws. For more information, please visit eop.cofc.edu.

Quicklink for Posting

https://jobs.cofc.edu/postings/16438

Job Duties

Activity

PLANNING AND SCHEDULING: Oversees the calendar and meeting schedules for the Director of Facilities Operations. Coordinates business affairs, personnel matters and may interpret policies and procedures. Coordinate and schedule with contractors. Makes travel and training arrangements and prepares travel documents for facilities operations staff, as needed. Plans and executes conferences, training, and other events including developing agenda, contacting and confirming speakers, arranging for facilities, coordinating lodging and travel arrangements for speakers and participants, compiling participant conference materials, conducting conference session evaluations and assessing presentation and content value of each conference session. Becomes familiar with our work order management system (AiM)

Essential or Marginal

Essential

Percent of Time

25

Activity

COORDINATING AND COMMUNICATING: Issues communications to the division, department, and college community on behalf of the Director. Provides administrative support to the Deputy Director and trade shops as needed. Serves as liaison to administrators, faculty, staff, students, outside agencies and the public by providing information and facilitating communication. Organizes and/or prepares departmental administrative and financial reports; analyzes, summarizes and interprets information; recommends action to be taken. Composes confidential correspondence. Ensures appropriate information is posted on bulletin boards and that posted information is current. Takes minutes at assigned meetings, establishes meeting agendas and tracks follow-up on designated actions. As assigned, leads or assists with special projects, coordinates programmatic initiatives or other assigned duties. Supports the activities associated with the planning, development, monitoring, research material and track parts, coordination, implementation and reporting of the department’s strategies and annual business plans. Assists Director with tracking key metrics as assigned. May serve on various campus committees as a representative of the department. May also represent the Director at various ongoing campus committees as assigned. Meets on a regular basis with Shop Supervisors for the purpose of reviewing the activities of the department, and to provide guidance and direction for the attainment of the facilities department’s goals and objectives as approved by the Director.

Essential or Marginal

Essential

Percent of Time

20

Activity

ADMINISTRATIVE AND CUSTOMER SERVICE: Investigates, evaluates and resolves typical administrative/operational problems or situations impacting staff/faculty work unit. Provides visitors with contact and location/parking information and schedules associated meeting room and other arrangements. Answers inquiries and composes correspondence on general and technical matters in accordance with established guidelines and forwards other items to a supervisor or appropriate staff. Uses independent judgment and informs Director of actions and resolutions. Follows up with individuals to ensure resolution was complete and acceptable. Researches, analyzes, and compiles relevant information on a variety of complex, confidential, and facilities issues to ensure Director is prepared for a variety of meetings and presentations with internal and external constituents. Coordinates the Director’s paperwork and approval workflow to include acting as the Director’s proxy for software systems such as PeopleAdmin, eProcure, and Banner Workflows. Attends meetings with or on behalf of the Director and follows up on open items. Manages the department’s performance scorecard to include development of tools and metrics and the continual maintenance and refinement of data and documentation to ensure program’s integrity

Essential or Marginal

Essential

Percent of Time

25

Activity

OFFICE MANAGEMENT: Prepares documents, mail merge distributions, publications, reports and proposals. Maintains departmental office supplies and equipment. Orders furniture, equipment, business cards, etc., procuring goods and services within established policies and procedures. Acts as point of contact for copier/printer/fax machine. Greets visitors, answers phones, disperses office mail, makes on-campus pickups and deliveries, preserves confidential documents, and assists senior staff as needed.

Essential or Marginal

Essential

Percent of Time

15

Activity

BUDGETARY, POLICIES, AND PROCEDURES: Evaluates and recommends operational changes to work unit to ensure effectiveness and compliance with College policies and regulations. Follows established internal controls and other procedures in accordance with applicable policies and laws. Updates supervisor on discrepancies or issues. Adheres to budget procedures and daily operations processes according to policies and procedures established by the College, State, and other governing agencies. Assist with creating purchase orders in AiM and eProcure and processing invoices. Ensures services are managed in compliance with College and departmental standards, policies and procedures. Keeps informed of, interprets, and applies rules, regulations, policies and procedures set forth by College and the State.

Essential or Marginal

Essential

Percent of Time

15