Operations Coordinator

Facilities Service Requests Tracking and Operations Support - 40%

Provides support for Operations staff and leadership, including Facilities, Capital Projects, and Public Safety.  Support includes day-to-day monitoring of the facilities service request system and clerical support for contracts, payments, purchase orders, permits, and other operational activities.  Working with the Sr. Director of Operations, coordinates directly with multiple stakeholders including the Facilities Manager and other external consultants and vendors (including architects, contractors, movers, etc.) to ensure service requests and contracted work are scheduled, tracked, and completed in a timely fashion.  Coordinates with the Public Safety Department on operational matters as needed.

• Centralizes administration and coordination of design and construction vendors and other Facilities services under the Sr. Director of Operations.

• Meets with Operations leaders to coordinate and ensure proper documentation is in place prior to starting a project.

• Communicates Operations services requirements and ensures appropriate use guidelines are understood and enforced.

• Works with Operations leaders to develop timelines and schedules for facilities maintenance and construction work.

• Coordinates project management services as requested by Operations leaders, and ensures receipt and payment for those services.

• Develops guidelines, use parameters, and resources to streamline facilities maintenance work.

Department Administration and Communication - 40%

Acts as the first point of contact for communications between the CCA community or external parties and the Operations Department.  Ensures communications are received and routed to the appropriate source.

• Monitors the Operations/Facilities primary phone line and primary email account; responds in a professional and timely fashion.

• With the Sr. Director of Operations, drafts campus-wide announcements to inform the CCA community about scheduled work, campus closures, etc.

• May act as dispatch for general facilities technicians.

• Helps maintain the team calendar of “what’s happening”.

• Performs administrative tasks such as ordering and purchasing supplies, digitizing and organizing documentation, completing asset inventories, etc.

• Researches new service vendors and drafts requests for proposals (RFPs) to get quotes for services.

• Assists with the timely submission of expenses for Operations and Facilities; tracks purchased goods to ensure delivery and coordinate disbursement of received items as needed.

Additional Duties as Assigned - 20%

• Needs can change frequently in operations.  In order for the department to respond accordingly, additional duties including, but not limited to, light project management support, development of procedures and processes, and other responsibilities that support the educational mission of the college, may be assigned as needed.

• Possession of a baccalaureate degree from an accredited college or university, and/or prior experience in facilities coordination, operations, project management, or similar work environment that demonstrates the ability to successfully perform the duties of the position as described.

• Prior experience directing and coordinating resources to successfully complete events and projects, as well as working and communicating calmly and effectively under pressure and responding to changing priorities. 

• Prior experience working with multiple stakeholders on a range of shifting duties and responsibilities while maintaining a consistent, professional, and service-oriented demeanor.

• Success in establishing and maintaining positive and cooperative working relationships.  Values working in a creative, culturally diverse, and dynamic environment.

• Familiar with/capacity to learn the relevant software tools, including but not limited to Google Workspace, Workday, and Zoom.  Able to learn new technology and applications quickly.

• Excellent written and verbal communication skills.

• Ability to work a flexible schedule, including some nights and/or weekends.

• Experience working within a higher education, art-based, or non-profit environment.

• Possess a valid California driver's license, and be an insurable driver.

• Strong design sense and proficient in Adobe Creative Cloud or similar software.

• Successful experience working with budgets, accounts payable, and accounts receivable.

• Bilingual in Spanish and English.

This position may require an individual to sit or stand for long periods at a time (up to 4 hours) at a desk or in a meeting.  This position requires that individuals be able to transport themselves to multiple locations within the San Francisco campus.  An individual must also be able to lift and/or carry a minimum of 30 pounds.