Facilities Service and Communications Coordinator

Case Western Reserve University; Cleveland (OH); On-site; USD 26,000 - 32,000; Full time

Job summary

Case Western Reserve University in Cleveland seeks a Facilities Service and Communications Coordinator to bridge facilities and academic stakeholders. You will translate maintenance updates into user-friendly alerts, coordinate moves, maintain space data, and support space-planning models.

This role requires strong communication, organization, attention to detail, and teamwork in a fast-paced environment. Bachelor's degree preferred; 3–5 years in admin coordination or similar roles; MS Office

Qualifications

• 3–5 years in administrative coordination, corporate/institutional communications, project coordination, or high-touch customer service.
• Experience with Microsoft Office Suite (Word, Excel, PowerPoint) required.
• Experience in academic department or higher education setting preferred.
• Basic familiarity with data management software, space tracking databases, or AutoCAD preferred.

Responsibilities

• Act as the central communications hub for the college’s facilities team, translating maintenance, utility shutdowns, and construction schedules into clear, user-focused notifications.
• Coordinate moves of finishes, equipment, furniture, and personnel, establishing timelines to minimize disruption to academic and research activities.
• Maintain and audit facilities management databases and space utilization records to support space planning models and scenarios.

Skills

Communication

Organizational skills

Attention to detail

Team collaboration

AI tools familiarity

Attendance

Education

Bachelor's degree in communications or related field

High School diploma

Tools

Microsoft Office

Space tracking databases

AutoCAD

Job description

Case Western Reserve University is committed to providing a transparent estimate of the salary for this position at the time of its posting. The starting wage rate is $19.32 per hour, depending on qualifications, experience, department budgets, and industry data.

Employees receive more than just a paycheck. University employees enjoy a comprehensive benefits package that includes excellent healthcare, retirement plans, tuition assistance, paid time off, and a winter recess.

POSITION OBJECTIVE

Working under general direction to address the critical need for transparent stakeholder communication, the Facilities Service and Communications Coordinator focuses on the intersection of space-planning data and user experience. Serving as the central communications hub, the coordinator bridges technical teams and academic stakeholders by notifying faculty, staff, and students of facility updates, construction timelines, and service interruptions. The coordinator manages move logistics, serves as a customer service liaison, assists with the precise documentation of space use, and maintains the facilities management database on behalf of the College of Arts and Sciences to support strategic space-planning models.

Essential Functions

• Act as the central communications hub for the college¿s facilities team, translating technical maintenance, utility shutdowns, and construction schedules into clear, user-focused notifications. Author and distribute timely alerts about facility updates, construction timelines, and service interruptions to affected faculty, staff, and academic departments. Serve as the primary point of contact for customer inquiries and gather user feedback on facilities services. (40%)
• Coordinate the administrative logistics, scheduling, and stakeholder planning for moves of finishes, equipment, furniture, and personnel upon project completions or departmental re-allocations. Work directly with department chairs, faculty, and staff undergoing transitions to provide moving supplies, establish timelines, minimize disruption to academic and research growth, and ensure a seamless move-in experience. (25%)
• Maintain, update, and audit the college¿s facilities management databases and space utilization records. Assist the director in documenting precise physical space allocations across the college. Ensure data accuracy to support leadership in generating space planning models and scenarios for future hiring, laboratory expansions, and grant proposals. (25%)
• Maintain departmental files, organize building inspection reports, process routine access paperwork, and perform general administrative support duties for the facilities team. (10%)

Nonessential Functions

Perform other duties as assigned. (<1%)

CONTACTS

Department: Continuous contact with members of the dean's office staff, department chairs, administrative assistants, and faculty to communicate logistics, verify space data, distribute construction alerts, and resolve customer service issues. Continuous collaboration with the director and assistant director.

University: Regular contact with Case Western Reserve University service providers including UTech, Telephone Services, Access Services, Campus Planning and Facilities Management, and the Registrar's Office to coordinate logistical transitions and administrative tracking.

External: Regular contact with office furniture vendors, commercial moving companies, and professional coordinators.

Students: Frequent contact with students regarding space use, building hours, and general facilities inquiries.

Supervisory Responsibilities

None. May coordinate or monitor the day-to-day tasks of student administrative employees or temporary move helpers.

Qualifications

Experience: 3 to 5 years of experience in an administrative coordination, corporate/institutional communications, project coordination, or high-touch customer service role required. Extensive computer experience with Microsoft Office Suite (Word, Excel, PowerPoint) is required. Experience within an academic department or higher education setting is highly preferred. Basic familiarity with data management software, space tracking databases, or AutoCAD applications is preferred.

Education: High School education required. Bachelor's degree in communications, business administration, information management, or a closely related field preferred.

Required Skills

• Must exhibit excellent oral and written communication, drafting, and copy-editing skills.
• Exceptional organizational skills.
• Meticulous attention to detail.
• Proven proficiency in handling multiple overlapping tasks and deadlines.
• Exceptional interpersonal skills with a demonstrated ability to work closely as a collaborative team member on behalf of the college.
• Discretion, excellent judgment, tact, and deep diplomacy are essential.
• High level of professionalism, empathy, and flexibility.
• Strong interpersonal and oral communication skills to work collaboratively with a varied campus community.
• Willingness to learn and work with artificial intelligence (AI) tools and technologies.
• Ability to demonstrate successful support, education, and advocacy for all students, aligned with the values, mission, and messaging of the university, while adhering to the staff policy on conflict of commitment and interest.
• Ability to meet consistent attendance.
• Ability to interact with colleagues, supervisors, and customers face to face.

WORKING CONDITIONS

Standard office environment operating at a stationary computer workstation within a fast-paced administrative office. Position is subject to moderate mental and scheduling pressure associated with multiple deadlines, conflicting communication requests, and short lead times. Occasional field presence required within college buildings to verify space utilization layouts, audit database records, or coordinate move-day logistics, involving minor exposure to construction dust or noise. May occasionally be required to move or lift light objects such as informational signage, move packets, or office supplies (up to 20 pounds). Must meet consistent face-to-face attendance requirements.

Case Western Reserve University is an equal opportunity employer. All applicants are protected under federal and state laws and university policy from discrimination based on race, color, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, protected veteran status, disability, age and genetic information.

Case Western Reserve University complies with the Americans with Disabilities Act regarding reasonable accommodations for applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the CWRU Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicants will be made on a case-by-case basis.