Facilities Operations Specialist

Virginia's Community College System; Richmond (VA); On-site; USD 31,000 - 34,000; Part time

Job summary

Virginia Peninsula Community College is seeking a part-time Facilities Operations Specialist to support facility use by internal departments, Workforce programs, and contracted events.

Responsibilities include coordinating facility maintenance and audiovisual setup, managing event logistics, and handling contract writing, negotiation, execution, and fulfillment to ensure professional delivery of all meetings and events. Evening and weekend work may be required.

Qualifications

• Significant work experience related to facilities, reservations management, event setup, and contract writing.
• Experience in a community college setting.
• Experience with event and facilities coordination, reservations and contracting.
• Ability to work evenings, nights, and weekends as necessary.

Responsibilities

• Coordinate facility maintenance and event setup and audiovisual support.
• Negotiate, write, execute, and fulfill external facility usage contracts.
• Provide exceptional customer service to internal and external clients.
• Collaborate with Plant Services, Campus Police, Marketing, and IT to address needs.
• Ensure delivery of meetings and events with professionalism.

Skills

Contract generation

Negotiation

Event coordination

Customer service

Scheduling software

Microsoft Office

Tools

Microsoft Office Suite

Contract management software

CRM systems

Job description

Working Title Facilities Operations Specialist Role Title Admin and Office Spec III Role Code 19013-SW FLSA Nonexempt Pay Band 03 Position Number 293W0346 Agency Virginia Peninsula Community College Division Virginia Peninsula Community College (Div) Work Location Hampton - 650 Hiring Range $22.50 to $25.00 per hour Emergency/Essential Personnel No EEO Category 5-Paraprofessionals Full Time or Part Time Part Time Does this position have telework options? -Telework options are subject to change based on business needs- Does this position have a bilingual or multilingual skill requirement or preference? Work Schedule

Hours vary based on events schedule. Nights and weekends are required.

Sensitive Position No Job Description

Virginia Peninsula Community College is a two-year institution of higher education established as a part of a statewide system of community colleges. It primarily serves the residents of the cities of Hampton, Newport News, Poquoson, and Williamsburg, and the counties of James City and York.

This position provides support for Virginia Peninsula Community College facility use by internal college departments, Workforce programs, and contracted events. Duties include coordinating facility maintenance and setup, audio visual, special projects, and direct event support. This position is responsible for all aspects of customer service and sales of external facility usage agreements, including but not limited to contract writing, negotiation, execution, and fulfillment. Working collaboratively with both internal and external customers, this position ensures all meetings and events are delivered with professionalism. This position will also work closely with other internal departments, including Plant Services, Campus Police, Marketing, and Information Technology Services, to ensure all facility maintenance and event support needs are addressed in a consistent and timely manner.

Special Assignments

May be required to perform other duties as assigned. May be required to assist the agency or state government generally in the event of an emergency declaration by the Governor.

KSA's/Required Qualifications

Knowledge

• Basic knowledge of facilities and audio-visual technology.
• Knowledge and understanding of Division programs and events.
• Knowledge and understanding of event setup and room layouts.
• Basic understanding of postsecondary credit and non-credit program offerings.
• General knowledge of contract negotiation strategies.
• Thorough knowledge of facility scheduling, event logistics, and operational requirements.
• Familiarity with best practices in client relations.
• Working knowledge of safety, liability and risk mitigation in event and facility use.
• General knowledge of contract creation, negotiation, execution, and compliance.

Skills

• Skill in completing assignments accurately and with attention to detail.
• Skill in contract generation, negotiation, execution, and fulfillment.
• Strong verbal and written communication for interacting with clients, vendors, and internal/external customers.
• Proficient in scheduling software and Microsoft Office Suite (e.g., Excel, Word, etc.)

Abilities

• Ability to work with faculty and staff, employer partners, and external organizations.
• Ability to use effective communication skills, both oral and written.
• Ability to work independently, prioritize workload, anticipate, and meet deadlines.
• Ability to accurately prepare and maintain records, files, and reports.
• Ability to process and handle confidential information with discretion.
• Ability to work evenings, nights, and weekends as necessary (an alternate part-time work schedule).
• Ability to work at all campus locations.
• Ability to generate, negotiate, execute, fulfill, and enforce written and binding contracts.

Ability to anticipate and address potential issues before they impact events or customer satisfaction.

Additional Considerations

Required

Significant work experience related to facilities, reservations management, audio-visual technology, event setup, and internal and external customer service, including contract writing, execution, fulfillment, and enforcement.

Additional Considerations

Experience in a community college setting.

Experience with event and facilities coordination, reservations and contracting.

Operation of a State Vehicle Yes Supervises Employees No Required Travel

Minimal

Additional Information Background Check Statement Disclaimer

The selected candidate’s offer is contingent upon the successful completion of a criminal background investigation, which may include: fingerprint checks, local agency checks, employment verification, verification of education, credit checks (relevant to employment). Additionally, selected candidates may be required to complete the Commonwealth’s Statement of Economic Interest. For more information, please follow this link: http://ethics.dls.virginia.gov/

EEO Statement

The Virginia Community College System (VCCS) provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, political affiliation, veteran status, sexual orientation, gender identity or other non-merit factors.

ADA Statement

The Virginia Community College System (VCCS) is an Equal Employment Opportunity employer and complies with the Americans with Disabilities Acts (ADA and ADAAA), to provide, reasonable accommodation to applicants in need of access to the application, interviewing, and selection processes when requested.

E-Verify Statement

VCCS uses E-Verify to check employee eligibility to work in the United States. You will be required to complete an I-9 form and provide documentation of your identity for employment purposes.