Administrative Coordinator: Facilities

Pima Community College; Tucson (AZ); On-site; USD 45,000 - 65,000; Full time

Job summary

Pima Community College in Tucson seeks a Facilities Administrative Coordinator to coordinate multiple processes, generate reports, requisitions, purchase orders, and manage department records. The role requires analytical decision-making, strong communication, and the ability to respond to complex inquiries while supporting IT and facilities stakeholders.

The successful candidate will track budgets, handle vendor interactions, and maintain files.

Qualifications

• Associates Degree/Vocational or technical training in office management.
• Three to five years of related experience providing technology general office support.
• Bachelor's degree and/or advanced certification in administrative support or related area.

Responsibilities

• Coordinate multiple or complex processes requiring analytical decision-making.
• Generate reports, requisitions, and purchase orders; monitor invoices.
• Update and manage department files and records; schedule department meetings.
• Answer, screen and direct phone calls; respond to emails; prepare reports, letters, spreadsheets, and requisitions; take notes.
• Provide information and assistance to college departments and the public; serve as a liaison for procedures and systems.

Skills

Analytical thinking

Communication skills

Time management

Customer service

Problem solving

Interpersonal skills

Education

Associates Degree in office management

Bachelor's degree in administrative support or related area

Tools

AutoCAD (basic)

Microsoft Office

Job description

The Facilities Administrative Coordinator performs departmental duties in assigned areas by coordinating multiple or complex processes that require analytical decision-making skills. The Facilities Administrative Coordinator provides information and assistance to the college departments. The Facilities Administrative Coordinator generates reports, requisitions, and purchase orders. Updates and manages department files and records. Schedules department meetings. The Facilities Administrative Coordinator may conduct training sessions on procedures and expectations for handling off-hour calls. The work schedule for this position is flexible and may include working evenings and weekends and local travel. Performs duties in assigned areas by coordinating multiple or complex processes that require analytical decision-making skillsProvides information and assistance to the college and the public by answering, screening and directing phone calls; reviews and responds to emails; prepares and proofs reports, letters, spreadsheets, and requisitions; coordinates meetings, and takes notesManages assigned online files and groups, including records management and communication tools. Updates and manages department files and records. Generates reports, requisitions, purchase orders, and monitors invoices. Create and distribute College alertsGathers, assembles, updates, and distributes a variety of department or college specific information, forms, records, ad-hoc reports and data as requested. Creates presentations in multiple formats. Responsible for developing and maintaining reports and records for the departmentDevelops and demonstrates basic proficiency in AutoCAD within the first year of employment to support Facilities coordination and administrative functionTracks financial activity and departmental budgets; reviews financial transactions and other documents for accuracy and availability of funds. Ensures compliance with laws and College regulations and policies. Prepares financial documents as requestedResponds to complex requests for information from staffInteracts with staff and the general public to answer questions concerning processes and procedures. Keeps current with all policies and procedures and processes for College systems and serves as a clearinghouse for inquiries and support to these systems, making referrals to appropriate areas as neededSupervises and evaluate part-time temporary staff to include prioritizing and assigning work; ensuring staff members are trained, making hiring, termination and disciplinary recommendationsDistribute revisions of roster to all facilities staff and police dispatchCoordinates projects with administrative leadership, supervisor, and related groups regarding budget, confidential records, and upcoming projects. Stresses the importance of providing detailed communication to campus managers, EH&S and pertinent stakeholdersMay assist with facilities and IT access requests. Functions as a liaison between staff as assignedOrders and maintains materials and suppliesTroubleshoot, advise and support staff and various departments to implement, update and resolve technical problems including submitting and following up on IT tickets, FAMIS requests, purchasing, research requests and similar itemsApply critical thinking and make decisions within the scope of the role including anticipating potential changes, concerns, and responses and then makes appropriate adjustmentsTakes initiative, responds to changing priorities, and facilitates resolution of issues as they arriveCoordinates with other support staff based on area organization including but not limited to arranging coverage, project support, site support and planning, operational support and planning. Provides feedback on these and related activities to administrators and other supervisorsPerforms all other duties and responsibilities as assigned or directed by the supervisorAssociates Degree/Vocational or technical training in office management andThree to five years of related experience providing technology general office support or An equivalent combination of certification, education and experience sufficient to successfully perform the essential duties of the job such as those listed above

Preferred:

Bachelor's degree and/or advanced certification in administrative support or related areaPrevious exposure to AutoCAD or similar drafting software

Additional Information:

Develops and demonstrates basic proficiency in AutoCAD within the first year of employment to support Facilities coordination and administrative functionMay need DMV Check/Current and Valid AZ Driver'sKnowledge of administrative procedures and practicesKnowledge of internal and external customer service principles and practicesKnowledge and application of organizational and time management principlesSkill in effective communication (both written and oral)Skill in performing a variety of duties, often changing from one task to another of a different natureSkill in positive, productive and flexible customer serviceAbility to adapt and maintain professional composure in emergent and crisis situationsAbility to apply effective and accurate data entry and typing skillsAbility to develop and maintain effective and positive working relationships