Office Coordinator, Facilities

Office Coordinator, Facilities

Job No: 497371
Position Type: full-time
Location: Lewisburg, PA
Categories: Facilities, Other, Clerical / Support

This serves as the main point of contact for the Facilities Office and is actively engaged in work at a level requiring significant independent responsibility to include processing invoices and work orders, writing and distributing reports, and serves as the TMA administrator. This role will routinely communicate and interact with all staff of all levels in Facilities, various other segments of the campus community, and external customers and vendors. Due to the nature of the work involved, the position requires an individual who is detail oriented, a self-starter, a team player with a positive demeanor, and capable of independently resolving routine problems. Many of the duties of this position demand upholding strict confidentiality and providing outstanding customer service. This position reports directly to the Director of Business Operations, Facilities.

Job Duties:
● Serves at the Accounts Payable specialist for Facilities. Processes invoices for utilities and all departmental invoices. Works directly with the front line supervisor to assure that all materials, services and goods are received and verified by the supervisor. Works with local suppliers to gather all documentation and streamline the invoice process. Understands due dates and works to prioritize to assure timely payment. Communicates any issues or invoice discrepancies with leadership.
● Serves as TMA administrator including but not limited to, entering new employees, triaging, processing, and escalating work orders, generating associated reports, providing status to customers. Inputs, updates and closes out work orders, and coordinates work with Facilities staff. Provides TMA/work order training for various departments campus wide. Assists in developing, updating, and maintaining statistics regarding work orders and customer satisfaction.
● Serves as the initial point of contact for the Facilities Office. Manages and screens incoming phone calls to the main phone line, greets and assists visitors, and provides assistance with general inquiries and scheduling meetings and appointments as necessary. Provides general administrative support for staff in Facilities including managing and distributing incoming mail.
● Maintains and updates records and files containing permits, contracts, approvals, warranties, licenses, and inspection certificates.
● Assists with the University Key Control Program.
● Trains and supervises light-duty Facilities members until released to full duty.
● Assists staff with Expense Reporting.
● Cross trains and serves as back up support for the other Facilities Office staff.
● Adheres to OSHA standards, employs safe practices, and follows safety policies/procedures.
● Uses PPE in a safe manner, sets examples for others, notifies supervisors of potential hazards, and demonstrates good housekeeping habits.
● Supports and promotes the University's sustainability efforts.
● Performs other duties as required.


Minimum Qualifications:
● High school diploma or equivalent.
● Three years of administrative/office experience.
● Proficiency with Google Suite, Word, Excel, PowerPoint, email, and other similar software programs.
● Strong customer service focus and time management and organizational skills.
● Demonstrated attention to detail and ability to enter large volumes of alpha/numeric data into a computerized system.
● Demonstrated ability to work with numerous interruptions, meet deadlines, and work well under pressure.
● Strong interpersonal skills, exhibited by the ability to exercise diplomacy, tact, discretion, and strict confidentiality with all persons both within and outside the department.
● Ability to understand oral and written instructions and procedures.
● Demonstrated ability to work independently and as a team member; take initiative, use good judgment, and communicate effectively.
● Demonstrated commitment to diversity and inclusiveness.

Other Requirements:
● This position is classified as part of essential services. Individual may be required to report to work even if campus has a delayed opening, early closing, or is closed, unless instructed otherwise by facilities supervisor; or when the individual has concerns related to their personal safety.
● A post offer criminal background.
● Ability to work occasional overtime as required.

Preferred Qualifications:
● High school diploma or equivalent.
● Three years of administrative/office experience.
● Proficiency with Google Suite, Word, Excel, PowerPoint, email, and other similar software programs.

Work Type:
This is a full-time, year round, benefits eligible position.

This role is not budgeted for visa sponsorship at this time, all candidates must be authorized to work in the US at the time of submission of the application.

Salary Range:
This is a Staff Non-exempt position with a hiring range of $16 - 19.99 (NE07). The offer rate will be based on a review of the candidate's credentials compared to the qualifications of the position, internal equity, and our overall compensation philosophy.

Benefits:

Eligible full- and part-time employees are compensated beyond base salary through our total rewards package that includes (but is not limited to):
- flexible scheduling options determined by role;
- medical, prescription drug, vision, dental, life, and long-term disability insurance options
- an outstanding 10% employer contribution to your retirement plan (no contribution requirement for non-exempt positions)
- generous paid time off, including vacation and sick time, a community service day, and 19 paid holidays (including two full weeks off for Winter Break!)
- full-time and part-time members of the faculty and staff are eligible for tuition remission for themselves. Additionally, full-time members of the faculty and staff are eligible for tuition remission for their spouse/spousal equivalent and are eligible for various tuition programs for their children. Credit for full-time benefits eligible employment at other institutions of higher education will be applied to waiting periods.
- a comprehensive employee wellness program including program incentives
- a myriad of other benefits, including parental leave, an employee assistance program, fitness center membership, and the power of your Bucknell ID card

To learn more about Bucknell's benefits, click here! (*Eligibility criteria and waiting periods may apply.)

Diversity, Equity & Inclusion:
Bucknell is committed to fostering an environment that embraces diversity, equity and inclusion, and seeks candidates who will contribute to a climate that supports the growth and development of a diverse campus community. We endeavor to enhance our capacity to value and capitalize on the cultural richness that diversity brings. We encourage all individuals to apply and do not discriminate in admissions, employment, educational programs and/or activities on the basis of race, color, national or ethnic origin, age, religion, disability, pregnancy, sex/gender, gender identity and/or expression, sexual orientation, marital or family status, military or veteran status, or genetic information.



To apply, visit https://careers.bucknell.edu/en-us/job/497371/office-coordinator-facilities







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