Department Coordinator II - Facilities

Bowdoin College; Brunswick (ME); On-site; USD 37,000 - 40,000; Full time

Benefits offered by this job

Health insurance plans

Retirement plan 10.12%

Life and Disability Insurance

Paid Time Off

Paid Holidays and Special Days Off

Paid Parental Leave

Gym and pool access

Free fitness and wellness classes

Job summary

Bowdoin College in Brunswick, Maine seeks a Department Coordinator II to provide comprehensive administrative support across the department, manage projects, and liaise with faculty, staff, students, and external partners.

Responsibilities include accounts payable, invoicing, purchase orders, vendor outreach, and records management, with back-up coverage for Facilities teams. Typical hours are 7:00 am–3:30 pm, 32 hours weekly, with a competitive benefits package.

Qualifications

• Required strong customer service and communication abilities.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team in a busy office.
• Exceptional organizational and multi-tasking abilities with attention to detail.
• Proven good judgment, resourcefulness, and problem-solving.
• Maintain confidentiality with sensitive material.

Responsibilities

• Provide comprehensive administrative support to the department.
• Manage departmental projects and coordinate with stakeholders.
• Handle accounts payable: invoices, approvals, payments, POs.
• Maintain records, support internal reporting and financial tracking.
• Serve as liaison with vendors and campus partners; resolve discrepancies.
• Provide back-up for Facilities teams (work orders, fleet, assets, housing, contracts).
• Support multiple leaders and larger, more complex areas.

Skills

Customer service

Interpersonal skills

Communication skills

Organization

Multi-tasking

Judgment

Confidentiality

Education

High school diploma or GED

Associates/Bachelors degree

Tools

Microsoft Office

Job description

The Department Coordinator II is responsible for providing comprehensive support and coordination for the department including, handling a wide range of administrative tasks, managing departmental projects, and serving as a liaison between department members and external stakeholders.

The position is also responsible for accounts payable and performs a range of routine accounting and financial functions, including entering invoices, routing for approval and payment, processing purchase orders and reconciliations, maintaining organized records, supporting internal reporting and financial tracking needs, and processing a variety of accounting forms and transactions, including obtaining W-9 forms from new vendors, cash deposits, journal entries, and related documentation. The position serves as a key point of contact for vendors and campus partners and assists with resolving discrepancies.

Additionally, the position provides back-up and cross coverage for Facilities administrative teams including work orders, fleet management, asset management, rental housing, and contracts.

The ideal candidate possesses strong organizational, communication, and problem-solving skills. May support multiple leaders or larger, more varied, complex areas.

The hourly range for this position is expected to be: $26.85-28.85/per hour.

Compensation is based on skills and experience.

BENEFITS AND PERKS

• A variety of health insurance plans (Medical – effective date of hire, Vision, Dental)
• Generous Retirement Plan – 10.12% annual compensation contribution (Eligible after 1 year of service and age 26), no match or vesting required!
• Life and Disability Insurance
• Paid Time Off: 10 days of vacation (1st year), 15 days (2nd year), 12 days of personal/sick time (PTO accruals based on hours worked).
• Paid Holidays and Special Days Off: https://www.bowdoin.edu/hr/our-workplace/college-holidays-and-special-days-off.html
• Paid Parental Leave (Available after one year of service)
• Access to many of the College’s facilities including the gym and pool (Including household members)
• Free fitness and wellness classes!
• And more: https://www.bowdoin.edu/hr/benefits-perks/index.html

Education/Skills Requirements

Required:

• High school diploma or GED
• Outstanding customer service and interpersonal skills with the proven ability to interact and communicate positively and effectively with all constituents (faculty, managers, coworkers, students, applicants, external customers) and sometimes in stressful situations.
• Must routinely apply basic traits of honesty, integrity, loyalty, and respect for others.
• Excellent written and verbal communication skills.
• Ability to work independently and as part of a team in a busy office setting with regular interruption.
• Exceptional organizational and multi-tasking skills, with great attention to detail, the ability to manage multiple priorities, function well under pressure and meet deadlines.
• Proven ability to use good judgment, be resourceful, as well as proactive in thinking through problems and identifying solutions.
• Strong sensitivity to and ability to maintain confidentiality and use discretion working with sensitive material.

Preferred:

• Associates and/or Bachelors degree

Experience Requirements and/or Equivalents

Required:

• Two or more years of prior work experience in an office setting, with emphasis on one or more of the following areas: bookkeeping, record/data coordination, education administration, customer service, patient relations or constituent relations.
• Database Management: Familiarity with managing and maintaining databases, with a particular emphasis on alumni relations databases.
• Office Administration: Knowledge of administrative and clerical procedures and systems such as email communications, budgets, expense reporting, managing records, and general event support.
• Microsoft Office advanced proficiency.

Preferred:

• Understanding of Higher Education Environment: Knowledge of the workings of a small liberal arts college and its key stakeholders (students, faculty, staff, alumni, and community).
• Working knowledge with complex systems, including Workday and/or TMA Systems.

Standard Work Days and Hours

• This position is full-time, year round, 32 hours per week (0.80 FTE) working Monday through Friday, typically from 7:00 am to 3:30 pm.

We regret that Bowdoin College is unable to provide visa sponsorship for staff positions.

Employment at Bowdoin College is contingent upon satisfactory completion of applicable background checks including but not limited to: criminal records, educational verifications, driving records (when job-related), and/or credit history (when job related).

About Bowdoin

Bowdoin embraces diversity in all forms, and the College is home to talented students, faculty and staff—with a variety of racial, ethnic, cultural, and socioeconomic backgrounds; religious beliefs; and gender identities, among other factors.

We encourage applications from candidates committed to the support of an inclusive campus community and those who will enrich and contribute to the College’s multifaceted diversity. We value a community in which individuals of all backgrounds are warmly welcomed and encouraged to succeed.

Founded in 1794, Bowdoin has maintained its commitment to the liberal arts for well over 200 years. Bowdoin’s reputation as a preeminent liberal arts college rests on the excellence of its faculty, students, and staff; intimate size; strong sense of community; and connections to the people, history, and natural beauty of Maine.

Bowdoin’s campus is situated in a beautiful natural setting. Located in Brunswick, Maine, a town of approximately 20,000, the College is a short drive from the Maine coast, twenty-five miles from Portland and 120 miles from Boston.

Special Instructions to Applicants

If selected as a finalist, you will be required to submit information for three references, including name, email address, phone number and how you know the reference.

EEO Information

Bowdoin College complies with applicable provisions of federal and state laws that prohibit unlawful discrimination in employment, admission, or access to its educational or extracurricular programs, activities, or facilities based on race, color, ethnicity, ancestry and national origin, religion, sex, sexual orientation, gender identity and/or expression, age, marital status, place of birth, genetic predisposition, veteran status, or against qualified individuals with physical or mental disabilities on the basis of disability, or any other legally protected statuses.