Facilities Coordinator Level 1 - (Provisional) - Facilities Management

The City University of New York; New York (NY); On-site; USD 66,000 - 74,000; Full time

Job summary

The City University of New York (CCNY) invites applications for a Facilities Coordinator to support day-to-day coordination of facilities operations and event management at a CCNY campus location. Responsibilities include space allocation, data collection, and coordinating with vendors, contractors, and college staff to ensure functional spaces.

Two assignment levels (I & II) reflect varying complexity. Requires space planning experience, knowledge of Archibus/AutoCAD, and the ability to prepare

Qualifications

• Requires a bachelor’s degree or equivalent experience and strong space planning/coordination skills.
• Ability to interpret plans, data, and standards and prepare reports.

Responsibilities

• Assist with day-to-day coordination of facilities operations and event management functions.
• Coordinate repairs and act as initial contact for facilities needs.
• Prepare and maintain space allocation records and work orders.
• Review office layouts using Archibus or AutoCAD and provide updates to Facilities Director.
• Organize room setups for events and support procurement/purchasing processes.

Skills

Space planning

Facilities coordination

Project coordination

Education

Bachelor’s degree

High school diploma or equivalent

Tools

Archibus

AutoCAD

Job description

General Duties

Studies, evaluates, and analyzes space utilization and requirements, consistent with the environmental and program needs of the CUNY location(s) being served. Performs consecutive services, develops specifications for appropriate furniture and equipment, and oversees installation. May utilize related technology and computer systems in performance of job duties.

There are two assignment levels in this title (Level 1 and Level 2) representing work of varying degrees of difficulty and responsibility. All personnel perform related work. The specification describes typical assignments for this title; related duties may be assigned as needed.

Assignment Level I

• Conducts field surveys to review and inspect CUNY facilities, obtains relevant data to evaluate current and future facility requirements, interprets organizational plans, and communicates with those who occupy and/or use facilities.
• Assures that all plans produced are accurate based on management guidelines and other information provided.
• Coordinates the work of dealers/suppliers, trade workers, consultants, contractors, vendors, and College personnel.
• Coordinates details of relocation of personnel, equipment, and materials.
• Meets with College personnel to survey, assess and identify specific program needs.
• Coordinates details of relocation of personnel, equipment, and materials.
• Oversees installation of furniture, finishes, and equipment.
• Performs studies of existing space and space layouts to determine opportunities for more effective and efficient utilization.
• Prepares reports and makes recommendations regarding space requirements.
• Evaluates space requirements, considering the environmental and program needs of the location being served.
• Develops computations and schematic layouts to reflect recommendations, using appropriate technology and standards.
• Provides input to, and accepts input from, specialists such as interior designers, architects, engineers, and technologists.
• Makes recommendations regarding the replacement, repair, or redeployment of furniture and related equipment.
• Adhering to procurement policies, develops specifications for bidding and cost estimates leading to the purchase of new furniture and equipment.
• Creates work orders to define requirements for related improvements such as painting and carpentry work.
• Assists procurement personnel in completing the purchasing/contracting process.
• May provide input to, and assist, the Project Manager or General Contractor in projects involving construction.
• Prepares and presents progress reports.
• Maintains inventories and records regarding space utilization in a CUNY location, as well as furniture, equipment, artwork, and public fixtures within these spaces.
• Serves as the client contact for relocation requests.
• Assists procurement personnel in the development specifications for bidding, cost estimates and in completing purchasing/contracting process leading to the purchase of new furniture and equipment.
• Provides input to, and accepts input from, specialists such as interior designers, architects, engineers, and technologists.
• Utilizes computer systems including office productivity, architectural design and drawing, facilities management, inventory control systems, in the performance of duties.

Assignment Level II

• Prepares management reports summarizing conditions, needs, and plans.
• Collaborates with functional experts (i.e., Technology, Security, Maintenance) to understand issues, trends, and requirements.
• Creates College or Unit-wide space management plans, considering future needs as well as growth and economic factors.
• Interprets CUNY-wide and external standards; communicates standards to the College or unit.
• Develops local standards for space utilization, signage, furniture, and fixtures.
• Researches and provides input to management on best practices and trends in space management.
• Performs work in highly specialized and/or complex College environments, such as laboratories, media centers, and computer facilities.
• May develop local standards for space utilization, signage, furniture, and fixtures.
• Creates College-wide space management plans, considering future needs as well as growth and economic factors.

Knowledges Skills And Abilities

• Knowledge of relevant Federal, State, and City laws, as well as codes and standards that apply to interior spaces.

Contract Title

Facilities Coordinator

FLSA

Non-exempt

CAMPUS SPECIFIC INFORMATION

The CUNY School of Medicine (SoM), located in the heart of Harlem, New York, is the only medical school in the City University of New York system and the only public medical school in Manhattan. Building upon 50 years of success as the Sophie Davis School of Biomedical Education, the institution transitioned to the CUNY School of Medicine in 2016. The CUNY SoM offers an accelerated BS/MD degree (7-year program) and a Physician Assistant Master’s Degree (27-month program). True to its legacy of access, opportunity, and community transformation, the medical school’s mission remains to recruit highly talented students as diverse as New York City itself. CUNY SoM places a special emphasis on recruiting those who are underrepresented in the field of medicine and on training high-quality, culturally competent health professionals and scientists equipped to address the healthcare needs of New York’s medically underserved communities. As a significant priority, CUNY SoM also seeks to enhance the recruitment and retention of senior leadership, faculty, and staff to reflect the diversity of our student body more closely.

Responsibilities

Reporting to the Director of Facilities Planning and Operations, the Facilities Coordinator will assist with the day-to-day coordination of facilities operations and event management functions, coordinate repairs, and act as the initial point of contact for all facilities related needs for the college. In addition to the General Duties and Responsibilities of a Level 1 assignment as listed below, the campus specific duties include but are not limited to the following:

• Consult with the Director of Facilities about the coordination of space allocation and relocation of employees and/or departments, and assist with quality control walkthroughs of the building to ensure proper function, cleanliness, and operational readiness on a regular basis.
• Draft, maintain, and distribute, via email or hard copy documents, various forms of communication regarding facilities planning and operations matters – to employees or various internal or external business partners.
• Assist with loading and unloading of supplies; distribute and pick up mail and other supplies located in the CCNY mailroom and transport to Harris Hall.
• Maintain departmental record keeping for space allocation, workorders, key distribution, and other administrative records management for the department; Creates work orders to define requirements for related improvements such as painting and carpentry work and track the outcome of the order.
• Conduct inventory control measures for furniture, equipment, and other college resources to ensure that old and/or un-needed items are discarded and/or removed safely and in a timely manner.
• Review office and/or floor plan layouts and seating charts using appropriate technology such as Archibus, AutoCAD, or other software along with schematic standards and forward updates or recommendations to the Facilities Director as necessary.
• Conduct research on equipment, supplies, and furniture to get pricing comparisons, style, and function of purchase requests and utilize CUNY-Buy to assist with processing purchase orders and invoices.
• Liaison between the CUNY School of Medicine and City College Facilities department in order to follow up on any facilities related projects.
• Organize room set‑ups for events and perform special projects as necessary.
• Able to provide exceptional customer service in every interaction, representing the college in a positive manner.
• Perform other duties as assigned by the Director of Facilities or designee.

Minimum Qualifications

Assignment Level 1

• A baccalaureate degree from an accredited college or university and one (1) year of related full‑time experience involving responsibilities such as: evaluation and layout of space in buildings and other structures similar to those in an educational institution, experience in projects requiring knowledge of construction needs, costs, and building standards, developing and interpreting schematic layouts, and installation of technology such as computer and telecommunications systems; OR
• A four‑year high school diploma or its educational equivalent and four (4) years full‑time experience as described in "1" above; OR
• A satisfactory equivalent of education and experience. College education may be substituted for up to three (3) years of the experience listed in "1" above on the basis that 40 semester credits from an accredited college or university substitutes for one (1) year of the required work experience. All candidates must have at least one (1) year of full‑time experience as described in "1" above.

Assignment Level 2

• A baccalaureate degree from an accredited college and three (3) years of related full‑time experience involving responsibilities such as: evaluation and layout of space in buildings and other structures similar to those in an educational institution, experience in projects requiring knowledge of construction needs, costs, and building standards, developing and interpreting schematic layouts, and installation of technology such as computer and telecommunications systems; OR
• A four‑year high school diploma or its educational equivalent and six (6) years full‑time experience as described in "1" above; OR
• A satisfactory equivalent of education and experience. College education may be substituted for up to three (3) years of the experience listed in "1" above on the basis that 40 semester credits from an accredited college or university substitutes for one (1) year of the required work experience. A graduate degree in a related discipline from an accredited college or university may be substituted for two (2) years of experience. All candidates must have at least one (1) year of full‑time experience as described in "1" above.

English Language Proficiency

Demonstrated English language proficiency, including the ability to speak, read, write and understand English well enough to meet minimally acceptable performance standards set for job tasks.

Note

A Motor Vehicle Driver License valid in the State of New York, may be required for certain positions. If you have moving violations, license suspension(s) or an accident record, you may be disqualified. If appointed to a position requiring a Motor Vehicle Driver License, this license must be maintained for the duration of your employment.

Compensation

New Hire: $65,573*

Incumbent Rate: $74,100

• Reflects a 13% salary suppression for the first 2 years of service.

Benefits

CUNY offers a comprehensive benefits package to employees and eligible dependents based on job title and classification. Employees are also offered pension and Tax‑Deferred Savings Plans. Part‑time employees must meet a weekly or semester work hour criteria to be eligible for health benefits. Health benefits are also extended to retirees who meet the eligibility criteria.

Open until November 19, 2026.

EQUAL EMPLOYMENT OPPORTUNITY

CUNY encourages people with disabilities, minorities, veterans and women to apply. At CUNY, Italian Americans are also included among our protected groups. Applicants and employees will not be discriminated against on the basis of any legally protected category, including sexual orientation or gender identity. EEO/AA/Vet/Disability Employer.