Office Coordinator - Facilities Services

Facilities Services Office Coordinator

Founded in 1854, Hamline was the first university in Minnesota and among the first coeducational institutions in the nation. Hamline University provides a world-class education for undergraduate and graduate students. Our faculty, staff, and students cultivate an ethic of civic responsibility, social Justice, and inclusive leadership and service.

Hamline University is an Equal Opportunity employer. Hamline University does not discriminate on the basis of race; color; religion; creed; sex; national origin; marital status; familial status; status with regard to public assistance; membership or activity in a local human rights commission; disability; age; protected veteran status; or any other status protected by applicable law in its education or employment programs or activities. The University will provide reasonable accommodations to qualified individuals with disabilities.

The Facilities Services Office Coordinator position reports to the Associate Vice President of Facilities Services and provides administrative and clerical support for Facilities Management. This position is responsible for the planning, organizing, managing, and controlling of the financial business affairs of the Facilities Services Group. In addition, this position provides for the timely processing of all financial invoices, check requests, and journal entries. This position also supervises the department's front office functions. The duties of the position include maintaining the work order system and office filing systems, building information and plans, updating and editing the department's web pages, maintaining calendars, scheduling appointments for Facilities management staff, and supervising student workers.

Essential Functions and Responsibilities

• Ensures proper preparation and timely submission of all invoices, check requests, and journal entries.
• Maintains the department's work order system and asset management software, providing for the timely entry and assignment of service requests/work orders, and asset information.
• Provides direction and supervision for the office student worker staff and functions. This includes, but is not limited to, the development and use of policies and procedures, management of the work order system, administrative recordkeeping, website management, and training new employees on using the AkitaBox work order system.
• Maintains AkitaBox's Insight reporting software to assist with cost breakdowns, asset conditions around campus.
• Provides direction in developing and writing policies and procedures relating to departmental budgetary and financial issues.
• Assists in budget development and long-range financial planning. Helps oversee the operational budget and provides reports to the VP of Facilities Services.
• Maintains all vendor/contractor contracts and associated records.
• Responsible for the successful and timely completion of the fiscal year-end closing.
• Provides support for the annual benchmarking exercise with Sightlines Facilities Asset Advisors.
• Collects and submits Well Use Data for the DNA Annual Permit
• Collects and submits Energy Star Annual Benchmarking Reports
• Collects and submits Tier II Annual Hazardous Chemical Reports
• Oversees the department's procurement function (including sourcing specialty items, cost justification, qualification of vendors, development of RFPs, follow-up of problems, etc.).
• Responsible for hiring, training, scheduling, supervision, and evaluation of the performance of student staff.
• Performs all aspects of general office functions such as bookkeeping, copying, scanning, faxing, and mailing; answering telephones and emails; greeting visitors; campus notifications; and maintaining office equipment and supplies.
• Orders and Maintains Tech Select for Employees in the IT Department
• Manages house rental program and ensures proper documentation is maintained.
• Organizes and maintains the department filing systems, both paper and electronic, including financial and administrative records, building information, and building plans/blueprints
• Issues and monitors keys, passes, parking permits, fuel cards, departmental uniforms, etc., to Facilities Services employees and contractors/vendors.
• Creates and modifies correspondence, reports, memos, letters, and presentations using word processing, spreadsheets, databases, and presentation software as requested
• Maintains calendars and schedules appointments and meetings for the Facilities Services management staff
• Monitors, edits, and updates the department website
• Verifies department payroll for student employees, both Facilities Main Office and Grounds. Assists in the supervision of department part-time student staff.
• Performs financial processes, including but not limited to P-card reconciliation, coding and recording of invoices, recording of capital purchases, and departmental chargebacks.
• Maintains departmental vehicle fleet records and purchases of vehicle tabs.
• Other duties as assigned

Reporting Relationships

This position reports to the Associate Vice President for Facilities Services

This position does supervise Hamline Student Workers.

Budget Management Responsibilities

This position is responsible for managing the budget, including identifying the budget line and determining the budget amount range.

Required Knowledge, Skills, Abilities, and Key Competencies

• Demonstrated customer service skills
• Ability to train, supervise, and evaluate the performance of student employees.
• Ability to communicate effectively
• Demonstrated ability to work with a variety of technology and software applications
• Knowledge of principles and practices of basic office management and organization
• Ability to operate standard office equipment, including but not limited to; computers, telephone systems, and copiers
• Ability to work well alone and as part of a team
• Ability to work with a diverse group of students, faculty, and staff
• Ability to maintain confidentiality
• Excellent business writing skills
• Knowledge and experience in records management
• Self-starter and consistently delivers successful customer experiences
• Ability to handle a fast-paced environment, deal with multiple tasks, and meet assigned deadlines

Minimum Education/Experience

• High School Diploma or GED
• 5-7 years of professional experience working in an administrative role supporting a business office environment
• Experience in the use of the Workday Financial software program.

Preferred Education/Experience

• Bachelor's degree from an accredited college or university
• 7 + years of experience in administrative and clerical support positions
• Previous professional experience working in an administrative support role in higher education and/or a facilities department

Working Conditions / Equipment

• Must be able to work on a computer for extended periods of time

Additional Information

• This is a full-time, 1.0 FTE non-exempt position, 12 months a year

Compensation and Benefits:

Pay Range: $23 - $25 per hour

Full-Time Benefits:

We offer a comprehensive benefits package which may include:

• Medical, dental, and vision insurance
• Life insurance
• Short- and Long-Term Disability
• Critical Illness and Hospital Indemnity
• 403(b)
• 403(b) matching
• Paid Time off, including vacation time, paid holidays and safe and sick leave time off
• Employee assistance program
• Flexible spending account (FSA)
• Health savings account (HSA)
• Tuition waiver