OPERATIONS COORDINATOR

Operations

Classification: Class Code 1215 / Level 2 / Non-Exempt / Full-Time / Benefited / Represented

Hiring Salary Range : $26 – 33 / hour depending on qualifications and experience

THE DEPARTMENT

The Operations Department includes oversight and responsibility for Facilities, Special Events & Guest Services, Construction & Campus Planning, Housing, Dining, Space Allocation, Sustainability, and Safety/Security functions at the College. The Facilities department involves the maintenance and oversight of the campus' five buildings, including building engineering, building custodial services, and campus utilities.

THE ROLE and RESPONSIBILITIES

Under the supervision of the Director of Facilities Operations, the Operations Coordinator provides administrative, financial, and customer service support for the Operations area. Typical duties and responsibilities consist of, but are not limited to, the following:

• Provides administrative support, including scheduling, to the Chief Operating Officer (“COO”), the Director of Facilities Operations, and other departmental staff, in coordination with the Operations Manager;
• Functions as the initial point of contact for the Operations department, fielding questions, directing inquiries appropriately, and providing exceptional customer service;
• Provides fiscal support to the Operations department including establishing vendors in the system, creating requisitions and purchase orders, processing invoices, tracking open purchase orders particularly at year end, and reconciling department credit card(s);
• Serves as the initial point of contact for all fiscal and general inquiries for contracting and invoicing;
• Supports the preparation of departmental budgets and keeps departmental leadership updated on their status;
• Provides support on various projects and operations, particularly when personnel are out of the office, to ensure continued seamless functioning and redundancy;
• Supports the Operations Manager and Director of Facilities Operations in maintaining departmental publications, marketing materials, presentations, websites and social media presence;
• Manages office supply inventory as well as supplies for general campus use;
• Maintains electronic and hard copy file system;
• Assists personnel in maintaining a clean and presentable office environment including communal meeting areas and kitchen;
• Independently composes routine correspondences to internal and external parties;
• Performs other related duties as assigned.

REQUIREMENTS
EDUCATION AND EXPERIENCE

• Undergraduate degree and one year of office experience, or four years of office experience required;
• Demonstrated facilities administration experience preferred;
• Bilingual or fluency in other languages, particularly Spanish or Arabic, preferred.

DESIRED KNOWLEDGE, SKILLS & ABILITIES

• Must have outstanding customer service skills including exceptional communication skills in all mediums with ability to build strong relationships with colleagues;
• Must have proven ability to work independently and autonomously, pursuant to direction from multiple parties, while experiencing frequent interruptions;
• Must be able to interact tactfully and professionally in busy office setting with staff, students, faculty, alumni, and external constituencies;
• Must have sensitivity to the cultural diversity of a college campus and be enthusiastic about working with a diverse population;
• Must have strong multi-tasking skills and ability to meet constantly changing priorities and regular deadlines;
• Must have strong research and data collection skills;
• Must be detail-oriented with excellent organizational skills;
• Must have strong project management skills and leadership skills including motivation, goal setting, and monitoring progress;
• Must be able to independently analyze and respond to inquiries;
• Must possess desire and motivation to take on new challenges and learn daily;
• Must possess critical thinking skills and is able to thoroughly understand, interpret, and explain complex university policies and procedures and apply it to their everyday work;
• Must have working knowledge of Microsoft Office applications, including Excel, Word, PowerPoint.

BENEFITS

Health and Welfare Benefits

• Comprehensive medical, dental and vision insurance coverage
• Flexible Spending Accounts for transportation-related, healthcare and dependent care expenses
• Employee Assistance Program

For your Financial Future

• Life Insurance, Disability Insurance, and Legal Insurance
• University of California Retirement Plan (a defined benefit plan)
• Deferred Compensation Plans/Pre-tax Retirement Savings Programs

For your Work/Life Balance

• Fifteen paid holidays per year
• Generous vacation and sick leave
• Commuter Benefits Program

THE HIRING PROCESS

This position has been designated as “sensitive” and requires a pre-employment background check.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please contact Human Resources if you require a reasonable accommodation to apply for a job. Examples of reasonable accommodation include making a change to the application process, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

WHAT TO EXPECT

Applicants who meet the position requirements will be competitively evaluated to identify the individuals whose breadth and depth of experience and education most closely relate to the stated requirements and the needs of the College. Depending on the quality and number of the applications received, only the better qualified applicants may be contacted for an interview. The position is open until filled.

The skills listed above are comprehensive, and we understand there are great candidates who possess only a subset of those skills, or who have other important skills. If you match some of these skills, please do not hesitate to apply.

UC Law SF is an equal opportunity employer. UC Law SF strives to provide a diverse and inclusive educational environment that fosters cultural awareness, mutual understanding and respect. UC Law SF is interested in candidates who will contribute to diversity and equal opportunity in higher education through their teaching. Qualified women and members of underrepresented minority groups are strongly encouraged to apply.