Employment at ArtCenter

Facilities

Facilities Coordinator

The Facilities Coordinator helps to improve workforce productivity and work quality by anticipating and eliminating potential delays through planning and the coordination of labor, while also serving as a liaison across the campus community. The incumbent coordinates the help desk activities, via monitoring and dispatching. The incumbent will be responsible for the ongoing analysis of Building Automation System data and make recommended request for service calls as needed, planning and scheduling of all non-emergency and Preventative Maintenance work through a computerized work order management system (CMMS). The incumbent maintains coordination between the Director of Facilities (DOF), Facility Manager (FM) and Facilities Lead Mechanic (FLM) and maintains appropriate records and files to permit meaningful analysis and reporting of results. 

Reports to: Director of Facilities

FLSA status: Non-exempt


Job posted 11/13/18. Applications will be accepted until the position is filled. Qualified applicants should send cover letter with resume and employment application to HR@artcenter.edu and reference “Facilities Coordinator” in the subject line.

Applicants responding to posted job openings are asked to include a completed employment application with the application materials listed in the job posting.

Download ArtCenter Application


Qualifications

  • 3 years’ experience providing administrative support
  • High school diploma; two-year degree from an accredited college or institution, or a combination of education and experience
  • Solid computer skills using MS Office Suite software (Word, PowerPoint, Excel, Outlook); strong internet research skills
  • Excellent written and oral communication skills (including editing and proofreading)
  • Excellent interpersonal skills to work effectively in a multi-ethnic and multi- cultural environment, with all levels of faculty and staff, outside professionals and other vendors
  • Ability to handle a fast-paced office environment and multiple projects; ability to solve problems and adapt quickly to changing climates and situations
  • Highly organized with flexibility to multi-task in a dynamic environment with sometimes competing priorities, meet deadlines, and work as part of a team in project and event coordination, as well as work independently
  • Ability to work occasional weekends and evenings
  • Ability to travel between campuses
  • A commitment to diversity, and the ability to establish and maintain effective working relationships within ArtCenter’s diverse communities
  • Ability to handle all information with tact and discretion and recognizes the confidential nature of ArtCenter business


Preferred Qualifications

  • Bachelor’s degree from an accredited college or equivalent education
  • Prior experience in higher education
  • Basic knowledge of Adobe Creative Suite, CMMS Systems, Building Automation Systems (BAS)

Essential Functions

Administrative support (Facilities) — 35%

  • Provide general administrative and clerical support, including receiving and directing visitors and making travel arrangements for the Facilities Department
  • Receive help desk calls, monitor requests, maintain logs, and dispatch work order requests generated through the facilities help desk software, email, and phone calls
  • Manage and maintain database of inventory of college assets under the responsibility of the Facilities Department; collaborate with support services to tag, inventory, allocate and dispose of assets
  • Attend and prepare minutes and/or reports for departmental or committee meetings as needed
  • Maintain and keep current the calendar for Facilities Department including scheduling meetings, time away from the office and special events
  • Originate, review, edit, proofread, compile, and send correspondence and other forms of communication on behalf of Facilities Department, as needed
  • Review, plan and schedule all recurring PM (preventive maintenance) activities
  • Develop an integrated maintenance work schedule for the Facilities Department (including PM, PDM, and non-emergency repair work orders)
  • Ensure completed schedules and work orders are returned promptly and that all completed work orders are filled out completely by the facilities technicians, and/or authorized contractor representatives
  • Maintain and keep current the department’s Inside page

Administrative support (Building Automation System) — 25%

  • Analyze building automation system (BAS) to ensure efficient and effective operation of all building systems
  • Review BAS alarms for accuracy and issue work orders for ongoing system alarms
  • Manage BAS schedule for day-to-day operations as well as special event request and holiday schedules
  • Coordinate with BAS vendor to ensure system updates are scheduled as needed as well as regular maintenance
  • Provide trend data as needed to track College energy usage
  • Provide reports for all department systems to track allocation of resources

Project and Budget Management — 30%

  • Coordinate and track department purchasing and expenses, process purchase orders and check requisitions, ensure invoices are approved for payment
  • Prepare expense reports, corporate card expense reports and assist in the compilation of budget and other administrative documentation for the Facilities Department
  • Regularly coordinate with FACP department analyst to ensure accuracy of department and project budgets
  • Assist with third-party vendor contracts and purchase order coordination

Other — 10%

  • Organize and manage special events held by the Facilities Department
  • Administer reservations for un-programmed or shared space under the responsibility of Facilities Department
  • Assist with other duties as assigned

Mandatory Duty to Report

All employees who know or have reason to know of allegations or acts that violate ArtCenter’s Title IX Policy prohibiting discrimination, harassment, retaliation, sexual harassment, sexual misconduct, sexual violence, dating violence, and stalking shall promptly inform the DHR Administrator and Title IX Coordinator, or designee or the Assistant Dean of Students or designee. Faculty with a mandatory duty to report are required to disclose all information including the names of the parties, even where the person has requested their name remain confidential.

Pursuant to the California Child Abuse and Neglect Reporting Act (CANRA), all employees who know of or have reason to suspect child abuse or neglect involving alleged victims under age 18 shall promptly inform local law enforcement or the county welfare department.


Physical Demands and Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Environment: Work is performed primarily in a standard office setting with frequent interruptions and distractions; extended periods of time viewing computer monitor; interactions with other individuals. Due to the nature of the work environment, there is regular exposure to fumes, dust and noise.

Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight (up to 20 pounds); to file, operate modern office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.

Vision: See in the normal visual range with or without correction.

Hearing: Hear in the normal audio range with or without correction.

 

The above statements are intended to describe the general nature and level of work performed by the employee assigned to this job; they do not purport to describe all functions. Employees may be assigned other duties, and the essential functions may be changed from time to time as necessary.


ArtCenter College of Design is committed to excellence through the establishment of a diverse faculty and staff that best represents our student body and its surrounding communities. The College considers qualified applicants for employment without regard to race, color, religion, national origin, age, gender, gender identity/expression, sexual orientation, genetic information, medical condition, marital status, veteran status, or disability. Applicants who wish to request an accommodation for a disability may contact the Human Resources Department at (626) 396-2270.