Administrative Coordinator

Touro University California; Vallejo (CA); On-site; USD 45,000 - 57,000; Full time

Job summary

Touro University California's Facilities Department is seeking an Administrative Coordinator under the Operations Manager to provide essential administrative support and customer service to faculty, students, staff, and external vendors.

The role encompasses procurement, asset management, contracting, ServiceNow administration, expense tracking, and event coordination, requiring strong organization, communication, and teamwork to keep campus operations running smoothly.

Qualifications

• HS Diploma or GED required; BS/BA preferred.
• Three plus years of experience in a fast-paced, customer service environment.
• Knowledge and experience in an information technology and/or higher education environment is preferred.

Responsibilities

• Provide administrative support for the Facilities Department and EH&S.
• Process procurement requests, invoices, and purchase orders; manage assets and records.
• Monitor ServiceNow requests and Planner processes per department procedures.
• Coordinate contract routing, execution through DocuSign, and maintain contract records.
• Assist in scheduling Preventive Maintenance, work orders, and campus events.
• Serve as a liaison between internal stakeholders and external vendors/service providers.
• Backup mailroom clerk duties as needed.

Skills

Customer service

Organizational skills

Multi-tasking

Teamwork

Vendor relations

Education

HS Diploma or GED

BS/BA preferred

Tools

MS Word

Outlook

Excel

Job description

Overview

Under the direction of the Operations Manager, the Administrative Coordinator provides administrative support and customer service to the Facilities Department, including Environmental Health and Safety, and all faculty, students, staff and administration.

The Administrative Coordinator provides administrative support for departmental operations, assists with projects and supports management initiatives. The position regularly interfaces with members of the Touro University California community, including faculty, staff, students, and external vendors.

Responsibilities

Procurement and Asset Management

The employee is expected to develop and maintain working knowledge and proficiency in the following areas:

• Process purchasing requests and prepare purchase requisitions for the Facilities department.
• Maintain inventory and coordinate replenishment of Facilities consumable supplies and office supplies.
• Process invoices and prepare payment requisitions in accordance with university procedures.
• Reconcile departmental procurement card transactions and maintain supporting documentation.
• Maintain and track open purchase orders, projects, and related expenditures.
• Prepare annual blanket purchase orders to facilitate recurring expenditure throughout the fiscal year.
• Maintain organized records, files, and documentation (contracts, maintenance logs, compliance records.
• Provide general administrative support to departmental operations and management

Banner Functionality

• Review and interpret financial information.
• Locate payment and transaction details.
• Process budget transfers as applicable.

Expense Tracking and Reporting

• Review payment details for basic transaction information.
• Research payment history.
• Generate and review open order reports.

Contract Administration

• Identify expenses and services requiring contracts processing.
• Coordinate contract routing and execution through Docusign.
• Maintain departmental contract records and tracking logs.
• Monitor contract renewals and related documentation.
• Coordinate the routing and administration of departmental (Facilities and EH&S) service agreements and contractor agreements.
• Support Smartsheet administration as needed.

ServiceNow Administration

• Monitor ServiceNow requests-ensuring critical information is accurate
• Follow established departmental procedures for ServiceNow and Planner through completion

Facilities Coordination and Customer Service

• Serve as a resource for students, faculty, and staff by responding to inquiries related to maintenance, grounds, pest control, EV charging, special event setups, Touro vehicles, and campus operating hours.
• Serve as a liaison between internal stakeholders and external vendors/service providers.
• Assist in scheduling preventative maintenance and repairs.
• Assist with tracking key control.
• Assist in organizing and coordinating Facilities work orders and campus events.
• Communicate with vendors regarding services, scheduling, and issue resolution.
• Respond promptly and professionally to service requests, ensuring a high level of customer satisfaction.
• Communicate status updates clearly to stakeholders and elevate issues as needed.
• Perform other administrative, clerical, and related duties as assigned.
• Serve as the backup mailroom clerk when needed.

WORKING RELATIONSHIPS

This position interacts regularly with faculty, staff, students, administrators, and external vendors to support departmental operations and ensure effective service delivery throughout the University community.

Qualifications

• HS Diploma or GED required; BS/BA preferred.
• Willingness to learn, desire to provide assistance, and the ability to provide service to people who may be frustrated, confused and are in need of immediate assistance. Three plus years of experience in a fast-paced, customer service environment, preferred.
• Knowledge and experience in an information technology and/or higher education environment is preferred.

Core Competencies

• Requires: Ability to work as part of a team
• Advanced organizational skills
• Ability to multi-task and prioritize work assignments independently
• Customer service skills
• Ability to project inventory needs
• MS Word, Outlook and Excel skills
• Ability to work with all members of the University, including faculty, students and Senior Administration
• Ability to foster positive vendor relationships

Maximum Salary

USD $56,500.00/Yr.

Minimum Salary

USD $45,000.00/Yr.