Administrative Coordinator: Facilities

Pima Community College Foundation Inc.; Tucson (AZ); On-site; USD 45,000 - 60,000; Full time

Job summary

Pima Community College Foundation Inc. seeks an organized Facilities Administrative Coordinator to manage complex departmental processes, generate reports, and handle requisitions and budgets. The role includes meetings scheduling, records management, and basic AutoCAD proficiency within the first year.

The position requires strong communication, data entry accuracy, and the ability to adapt to changing priorities, including evenings or weekends and local travel as needed.

Qualifications

• Must have strong writing and verbal communication skills.
• Experience providing general office support with technology.
• Familiarity with records management and reporting processes.

Responsibilities

• Coordinate multiple or complex processes requiring analytical decision-making.
• Provide information and assistance to the college and public via phone, email, and reports.
• Manage department files, generate reports, requisitions and purchase orders.
• Schedule meetings and prepare meeting notes; update records and alerts.
• Track budgets and financial activity; ensure funds availability and policy compliance.
• Serve as liaison and provide IT and facilities support as needed; troubleshoot issues.

Skills

Effective communication

Data entry

Time management

Customer service

Administrative coordination

Education

Associates Degree in Office Management

Bachelor's degree

Tools

AutoCAD

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 skills
• Provides 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 notes
• Manages 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 alerts
• Gathers, 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 department
• Develops and demonstrates basic proficiency in AutoCAD within the first year of employment to support Facilities coordination and administrative function
• Tracks 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 requested
• Responds to complex requests for information from staff
• Interacts 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 needed
• Supervises and evaluate part-time temporary staff to include prioritizing and assigning work; ensuring staff members are trained, making hiring, termination and disciplinary recommendations
• Distribute revisions of roster to all facilities staff and police dispatch
• Coordinates 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 stakeholders
• May assist with facilities and IT access requests. Functions as a liaison between staff as assigned
• Orders and maintains materials and supplies
• Troubleshoot, 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 items
• Apply critical thinking and make decisions within the scope of the role including anticipating potential changes, concerns, and responses and then makes appropriate adjustments
• Takes initiative, responds to changing priorities, and facilitates resolution of issues as they arrive
• Coordinates 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 supervisors
• Performs all other duties and responsibilities as assigned or directed by the supervisor

• Associates Degree/Vocational or technical training in office management and
• Three 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 area
• Previous 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 function
• May need DMV Check/Current and Valid AZ Driver's

• Knowledge of administrative procedures and practices
• Knowledge of internal and external customer service principles and practices
• Knowledge and application of organizational and time management principles
• Skill in effective communication (both written and oral)
• Skill in performing a variety of duties, often changing from one task to another of a different nature
• Skill in positive, productive and flexible customer service
• Ability to adapt and maintain professional composure in emergent and crisis situations
• Ability to apply effective and accurate data entry and typing skills
• Ability to develop and maintain effective and positive working relationships