Facilities Intern

Oklahoma State University Foundation; Stillwater (OK); On-site; USD 42,000 - 54,000; Full time

Job summary

Oklahoma State University Foundation seeks a Facilities Operations Coordinator to coordinate building and grounds activities, perform routine repairs, manage vendor services, and ensure safe, clean, and well‑functioning work environments.

The role covers building operations, grounds, and vendor management with some weekend hours. Must have a high school diploma; OSU student in a related field preferred; experience with building systems and preventive maintenance is a plus.

Qualifications

• High school diploma or GED required.
• Current OSU student pursuing an associate or bachelor’s degree in facilities management, engineering, construction management, or a related field.
• Experience with building systems, preventive maintenance programs, or vendor coordination is preferred.

Responsibilities

• Oversee building operations, maintenance, and systems monitoring to ensure efficient operation.
• Manage grounds, parking lot maintenance, landscape and irrigation tasks.
• Coordinate third‑party contractor support and planned maintenance programs.
• Support sustainability initiatives and multiple ongoing projects; some evenings/weekends required.

Skills

Effective communication

Execution & initiative

Teamwork

Problem solving

Adaptability

Courage

Donor centered

Education

High school diploma or GED

Student pursuing OSU degree in facilities management/engineering

Tools

MS Office

Job description

VISION

Transform the university through the power of generosity.

MISSION

Unite donor passions with university priorities to elevate the impact of Oklahoma State University.

DEPARTMENT PURPOSE

The Facilities team contributes to the mission by overseeing the maintenance, operation, and management of all Foundation facilities and grounds while supporting daily operations, long‑term planning, emergency preparedness, and business continuity.

PRIMARY PURPOSE

Supports the efficient operation and maintenance of OSU Foundation facilities by coordinating building and grounds activities, performing routine repairs, managing vendor services, and ensuring safe, clean, and well‑functioning work environments.

Key Areas Of Focus

OSU Foundation Building Operations (35%)

• Manages all functions of building operations including but not limited to scheduling, maintenance, and monitoring of all heating, ventilating, air conditioning, water, electric, elevator, generator and other systems to ensure efficient operation.

Grounds & Site Operations (30%)

• Facilitates grounds and parking lot maintenance including landscape, irrigation, trash pickup and vehicle ticketing. Perform routine building maintenance tasks and work on minor alteration projects.

Vendor & Maintenance Program Management (30%)

• Arrange and manage appropriate third‑party contractor support as needed including janitorial, pest control. Along with initiating planned maintenance programs for a variety of office equipment. Coordinate Foundation vehicle maintenance and repair

Sustainability & Operational Support (5%)

• Responsible for managing recycling program, promote and conduct good housekeeping practices. Must have ability to prioritize, schedule, and logistically support multiple projects. Some weekend and evening work is required.

Other duties as assigned.

Job Competencies And Experience

Education & Certifications

• High school diploma or GED required.
• Current Oklahoma State University student pursuing an associate or bachelor’s degree in facilities management, engineering, construction management, or a related field.
• Experience with building systems, preventive maintenance programs, or vendor coordination is preferred.

Experience

• Minimum of 0-2 years of experience in facilities operations, building maintenance, or skilled trades required.
• Ability to analyze information and make practical decisions to support day‑to‑day operations.
• Effectively communicate with supervisors, staff, and vendors to ensure tasks and requests are completed accurately.
• Maintain high standards of cleanliness, safety, and operational efficiency within assigned facilities.
• Basic mechanical and electrical knowledge with the ability to perform minor repairs and troubleshoot systems.
• Capable of scheduling, coordinating, and tracking multiple maintenance tasks or projects.
• Proficient in MS Office and other computer applications, with strong organizational, written, oral, and interpersonal communication skills.
• May require occasional evening or weekend work to support events, maintenance, or facility emergencies.
• Valid Oklahoma driver’s license is required.
• Positive attitude, teamwork, and a sense of humor are valued.
• Proven sense of humor and ability to have fun!

Organizational Competencies

• Effective Communication: Communicates well (written and verbal); exhibits exceptional listening skills, and is transparent through open dialog and informational sharing; seeks first to understand and assumes positive intent; deals with others in a straightforward and honest manner while conveying both good and bad news; avoids “telling themselves a story” and works to deploy crucial conversation communication techniques; shows the highest level of understanding, courtesy, tact, empathy and concern with all interactions.
• Execution & Initiative: Demonstrates a high level of initiative on assignments; expresses interest in taking on more responsibilities and contributing to overall goals; proactively contributes to problem solving and pursues continuous improvement efforts at all times; takes responsibility to ensure that quality and timeliness of deliverables meets organizational and donor expectations; ensures work is accurate; delivers upon commitments while demonstrating integrity, stewardship of resources and service to OSU.
• Teamwork/Interpersonal Skills: Builds and maintains strong internal working relationships that promote open and honest communication; cares for others personally and professionally; values diversity and treats all individuals with respect and professionalism; demonstrates an open mind‑set when presented with opportunities to learn about different culture, approaches or opinions; supports team efforts and makes the foundation a more enjoyable place to work.
• Problem Solving/Judgment: Seeks guidance and expert opinions in decision‑making and planning process; gains understanding of how to apply approved policies and procedures; when and why escalation of issues is needed and to whom; responds appropriately and timely to issues; accepts responsibility for actions.
• Adaptability/Flexibility: Committed to continuous improvement; adapts to change, is open to new ideas; takes on new responsibilities, handles pressure, and adjusts plans to meet changing needs; shows ability to listen actively to different perspectives and consider alternate views based on new information; demonstrates self‑control and remains productive during times of uncertainty.
• Courage & Conviction: Proactively takes responsibility for individual outcomes regardless of success, and learns from all results; demonstrates dedication to the principles of truth and honesty, even when the message may not be welcome; maintains confidentiality; supports company values, walks the talk; behaviors and actions are consistent with statements, values and beliefs; practices ethical decision making; has courage to try something new when encouraged by others; shows accountability and credibility by following through on commitments; receives constructive feedback from others and looks to continually improve.
• Donor Centered: Follows through with appropriate actions and/or information to meet the requests of donors; actively shares contacts and relationships with those who may have common goals or needs; embraces development and stewardship strategies that build relationships and respect the donors’ interests, while balancing university priorities; solidifies personal relationships with mutual trust and fulfillment on commitments.

PHYSICAL REQUIREMENTS

Requires the ability to perform a variety of physical tasks, including standing, walking, bending, kneeling, crouching, reaching, and climbing ladders or stairs for extended periods. Must be able to perform manual tasks associated with facility upkeep, maintenance, and repair operations, including the use of tools and equipment. Requires the ability to lift, carry, push, or pull materials up to approximately 20 pounds, with occasional lifting of materials over 20 pounds. Work may involve exposure to varied environmental conditions, including temperature extremes, noise, dust, and confined spaces. Requires frequent repetitive motions when operating computers, telephones, and standard office equipment, and the ability to sit or stand for extended periods while working at a computer, attending meetings, or participating in events. Must be able to communicate effectively in person, by phone, and via video conferencing. This position may require availability outside of normal business hours to respond to facility emergencies and urgent maintenance needs.