Department Coordinator II - Facilities

Bowdoinham Country Store; Portland (ME); On-site; USD 37,000 - 40,000; Full time

Benefits offered by this job

Health insurance

Retirement plan

Life & Disability Insurance

Paid time off

Parental leave

Access to college facilities

Job summary

The Department Coordinator II at Bowdoin College provides comprehensive support and coordination for the Facilities Management Administration department. Responsibilities include managing invoices, routing for approval, processing purchase orders, and vendor communications.

The role also covers accounts payable, reconciliations, and supporting internal reporting, with back-up coverage for related administrative teams. Strong organizational and communication skills are essential.

Qualifications

• Two+ years of office experience, with bookkeeping or records coordination favored.
• Experience with budgets, expense reporting, records management.
• Proficient in Microsoft Office and basic accounting tasks.

Responsibilities

• Provide comprehensive support and coordination for the department.
• Handle accounts payable, invoices, purchase orders, and vendor documents.
• Serve as liaison between department members and external partners.
• Back-up and cross-cover Facilities administrative teams as needed.

Skills

Administrative support

Communication

Problem solving

Liaison with stakeholders

Education

Associates/Bachelors degree

Tools

Workday

TMA Systems

Microsoft Office

Job description

Please see Special Instructions for more details.

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.

Title

Posting Number

Posting Number S01615JP

Department

Department Facilities Management Administration

Job Summary

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 Parental Leave (Available after one year of service)
• Access to many of the College’s facilities including the gym and pool (Including household members)
• 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.

• 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.
• 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.

Applicants must meet the minimum qualifications in this posting to be considered for hire.

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).

#bcindeed

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.

Shift

Employment Category

Employment Category Full Time Year Round

FTE

FTE 0.80

Benefits Eligible

Benefits Eligible Yes

Pay Type

Pay Type Hourly

Background Check Package Requirements Support Staff

Is driving a vehicle (e.g. Bowdoin vehicle or off road vehicle, rental car, personal car) an essential function of this job?

Is driving a vehicle (e.g. Bowdoin vehicle or off road vehicle, rental car, personal car) an essential function of this job? No

Is a pre-placement physical required for this position?

Is a pre-placement physical required for this position? No

Posting Date

Posting Date 10/16/2026

Applications Accepted Until

Open Until Filled No

Type of Posting

Type of Posting Internal/External

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.

Supplemental Questions

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  (Open Ended Question)