Description

POSITION OBJECTIVE 

Facilities Office Coordinator serves as a central administrative and financial resource for the Campus Planning and Facilities Management (CPFM) division. The purpose of the role is to align facilities operations with university administration by coordinating financial transactions, maintaining compliance documentation, and ensuring streamlined communication across the division. Key responsibilities include coordinating the procurement and reconciliation lifecycle, administering utility and operational data systems, and supporting vendor governance. This position provides the essential organizational support that allows technical units to focus on their core functions while ensuring all activities meet the institution's standards for fiscal responsibility and policy compliance.

ESSENTIAL FUNCTIONS 

Coordinate the end-to-end procurement and accounts payable lifecycle for the division by executing requisition entries, tracking blanket Purchase Orders, and ensuring the timely submission of approved invoices. Administer all related financial activities, such as preparing journal entries, processing payment requests, and conducting meticulous reconciliations of departmental financial logs, budget reports, and Pcard statements. Maintain comprehensive, audit-ready financial records by implementing rigorous documentation practices and regularly reviewing transactions for accuracy and compliance with university policies. Proactively identify and address potential budgetary discrepancies, collaborating with relevant stakeholders to resolve issues and prevent financial errors. Enable and support overall controllership through careful cost reviews and analysis, identifying any opportunities for improvement. Through these efforts, this position acts as a critical safeguard for the department's financial integrity, supporting fiscal stewardship and ensuring the division's ongoing compliance with institutional standards. (40%)
Administer all departmental HR workflows within the HCM system, including coordinating job postings, scheduling interviews, and verifying timesheet reconciliations to ensure accuracy and compliance with university policies. Leverage strong problem-solving skills to resolve discrepancies in HR data, interpret policy nuances, and address unique personnel scenarios as they arise. Demonstrate excellent interpersonal and communication skills by interacting professionally with candidates and staff. Foster a collaborative and welcoming environment, responding to sensitive inquiries with discretion and providing clear guidance on HR procedures. (20%)
Utilize comprehensive knowledge of university risk management policies and procedures to administer the vendor onboarding and compliance process. Apply strong problem-solving skills to thoroughly verify insurance certificates and workers' compensation documentation, proactively identifying and resolving any compliance gaps to mitigate institutional risk. Demonstrate a high level of accountability by ensuring all vendor records are accurate, up-to-date, and fully compliant with university requirements. Serve as the central point of contact for all CPFM insurance claims, leveraging excellent interpersonal and organizational skills to coordinate communication among vendors, university departments, and external partners. Diligently organize and manage all necessary documentation, facilitating effective and timely claim resolutions while maintaining confidentiality and professionalism throughout the process. Facilitate the execution of service contracts through digital platforms such as DocuSign, ensuring each contract is processed efficiently and in accordance with legal, safety, and compliance standards. Maintain meticulously organized digital archives of all contracts and related documents, supporting transparency, audit readiness, and quick retrieval of information as needed. Through these efforts, the Facilities Office Coordinator plays a critical role in safeguarding the university's interests, supporting operational excellence, and fostering strong, compliant relationships with external partners. (15%)
Process all university utility payments through the EnergyCAP and Bill Capture platforms, ensuring that all consumption data is captured accurately and on schedule. Utilizing technical facilities benchmarks, the Coordinator audits incoming data to identify billing anomalies or meter errors. This technical oversight maintains the integrity of the university's energy database, providing the foundational data required for institutional sustainability goals and accurate budget forecasting. (12%)
Utilize in-depth knowledge of university policies, financial procedures, and facilities operations to serve as the primary administrative liaison between CPFM units and central university offices, including the Controller's Office and Risk Management. Demonstrate strong accountability by ensuring that all communications and administrative actions are handled with accuracy, professionalism, and in strict adherence to institutional standards. Apply advanced problem-solving skills and sound professional judgment to independently investigate and resolve billing discrepancies, troubleshoot complex financial conflicts, and interpret university policies in response to unique or unprecedented facilities scenarios. Proactively identify root causes of issues, help to develop effective solutions, and implement corrective actions that reconcile field-level operational demands with compliant administrative protocols. By bridging the gap between technical facilities work and institutional guidelines, this role ensures that operational activities are completed with precision, compliance, and efficiency, while minimizing the risk of delays or procedural errors. Through these efforts, the Facilities Office Coordinator plays a vital role in supporting seamless operations, maintaining fiscal integrity, and upholding the university's commitment to operational excellence. (11%)
 

NONESSENTIAL FUNCTIONS

Perform other duties as assigned. (2%)

CONTACTS 

Division: Continuous contact with the director, assistant director of business and finance, project administrator; assistant vice president, assistant director and design/construction managers; assistant vice president, assistant director, and project coordinators of facilities services, maintenance and grounds staff; director of customer service; director of the university farm; assistant director of custodial services and custodial staff; director, assistant director and staff of energy & sustainability. Contact with vice president, associate vice president of campus planning and facilities management.

University: Frequent contact with university offices of general counsel; insurance/risk management; treasurer; finance and administration; controller's office; human resources; procurement; accounts payable; campus services; Utech; facilities directors/deans of schools.

External: Frequent contact with professional and technical members of architectural and engineering firms, contractors, city building officials and inspectors, vendors, contracted services agencies, government officials and other project related individuals related to project contracts/agreements, insurance documentation, and invoice resolution.

Students: No contact with students.

SUPERVISORY RESPONSIBILITIES

While this position does not have formal direct reports, the Facilities Office Coordinator will provide operational oversight and technical training for temporary staff or newer Accounting Clerks in the office. This includes assigning daily tasks, reviewing work for accuracy, and ensuring adherence to departmental office protocols.

QUALIFICATIONS

Experience: 2-4 years of relevant professional experience in facilities operations or business administration

Education: High school education/diploma required. Bachelor's degree in Business Administration, Accounting, Public Administration, or a related field preferred.

REQUIRED SKILLS

High level of computer literacy. Extensive experience with Microsoft Office, e-mail, Google Apps, and Internet usage required. Proficiency in spreadsheet development and data entry, word processing. Experience with Adobe Acrobat and Google. Experience with enterprise systems (HCM, PeopleSoft Financials), and specialized databases is a significant plus. 
Professional, thorough, creative, and acutely attentive to detail and accuracy.
Demonstrated analytical, investigative, and problem-solving skills.
Maturity and judgment to manage sensitive information in confidence. 
Expertise in maintaining, tracking, verifying, and reconciling financial, purchasing accounts payable, human resources, and/or payroll data.
Ability to analyze and interpret financial data and prepare financial reports, statements and/or projections.
Willingness to learn and work with artificial intelligence (AI) tools and technologies.
Demonstrated history of successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
Ability to meet consistent attendance. 
Ability to interact with colleagues, supervisors, and customers face to face. 
 

WORKING CONDITIONS

Typical office environment. The employee will perform repetitive motion tasks using a computer mouse and keyboard to t