Facilities Coordinator

Employer
Oakton Community College
Location
Des Plaines, IL

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Administrative Jobs
Institutional & Business Affairs, Facilities Management & Sustainability

Job Details

Category:: Staff
Department:: Facilities
Locations:: Des Plaines, IL
Posted:: Sep 21, 2021
Closes:: Open Until Filled
Type:: Full Time Staff
Position ID:: 137092

About Oakton Community College :


or over 50 years, Oakton Community College has been the setting where thousands begin or continue their college or career studies. Educating people of all ages, from all walks of life and from more than 40 nations, Oakton focuses on improving the quality of life for everyone who enters its doors.


We offer:


Continuing education
Great benefits
Paid winter break
FRIDAYS OFF during the summer



Job Description:


Basic Function and Responsibility:


The Facilities Coordinator is responsible for the overall support of Facilities activities across both campuses including providing high-touch customer support to the College at large, coordinating the operations of the Facilities Department to insure smooth day-to-day operations, and assisting the Director of Facilities. Assists with multiple projects in between Facilities teams, with other College departments (such as Budget and Administrative Services), and with vendors.


Characteristic Duties and Responsibilities:


  • Serve as a Facilities representative to staff, faculty, and administrators as campus projects, events, and other cooperative interactions. Proactively solve problems, resolve inquiries, and engage additional resources when needed.
  • Assist the Director of Facilities in the day-to-day Facilities operations for both campuses. Receive, respond to, and assign priorities to emergencies, complaints, and/or work requests from all College personnel.
  • Plan, organize and manage the materials, parts and supplies acquisition, and storage and inventory control.
  • Setup and maintain Safety Training for all Facilities staff. Track participation and notify managers as needed for follow up.
  • Coordinate the budget process including developing recommendations, monitoring monies expended, and anticipating over-expenditures. Monitor and report departmental spending against the budget and notify administrator and/or staff.
  • Enter and maintain data as well as supply reports with the Schooldude software system and train appropriate personnel on the system.
  • Oversee the assembling of special materials such as class schedules, academic calendar, board agendas and packets, catalog copy, budgets, technical and financial reports.
  • Review and prepare for payment all records, invoices and vouchers for Facilities department expenditures, including projects, energy consumption and supplies.
  • Gather specifications, compile and prepare information required for bid/contract projects and maintain all related records.
  • Write and maintain currency of procedural documents such as Standard Operating Procedures, check lists, how-to guides, etc.
  • Responsible for monitoring energy usage at both campuses and prepare energy usage reports. Participate in the screening of potential utility suppliers.
  • Organize, maintain, and analyze statistical building data, drafting files and filing appropriate reports such as ICCB, FIRS, HEGIS, and RAMP and other reporting agencies as required. Partner with subject matter experts both in Facilities and throughout the College as needed.
  • Review interior signage requests and coordinate changes as needed.
  • Maintain the First Aid boxes in the Facilities areas. Order supplies and refill as needed.
  • Organize and maintain office subject files, confidential reports and records, and enter all data to keep files current (attendance records, area rosters).
  • Support the Facilities management team including, but not limited to, arranging meetings, taking notes when required, and maintaining appointment calendars.
  • Perform other job-related duties as assigned.


Requirements:


Qualifications and Working Conditions:


  • Associates degree in business, office management, or related field, or an equivalent combination of education and experience from which comparable knowledge can be acquired is necessary.
  • Three years of administrative experience working in a Facilities, Construction, or related operation is required.
  • A high level of interpersonal and communication skills and the ability to deliver services in an environment where there is an emphasis on customer service are required. Ability to provide assistance and interact with individuals in situations requiring sensitivity and tact.
  • Ability to utilize a computer to enter, retrieve and manipulate data is required. Intermediate word processing (Microsoft Word preferred), intermediate spreadsheet application (Microsoft Excel preferred), and beginning presentation application (Microsoft PowerPoint preferred) skills are required. Beginning database application skill (Microsoft Access preferred) is desired. Publishing experience, such as newsletter creation, preferred.
  • Must be able to prioritize, manage and organize multi-projects at the same time.
  • Mobility to move from building to building on-Campus and to visit off-Campus entities. Work is performed in a general office environment and is generally sedentary in nature. Little or no exposure to adverse working conditions.


Additional Information:


Supervision Received:


Administrative supervision is received from the Director of Facilities.


Supervision Exercised:


None


HOURS: Monday - Friday 8:15 am - 5:00 pm


SALARY: $48,870 Salary may change due to the completion of staff negotiations.


Please note there are two openings for this position.



Application Instructions:


For further details, visit our website at www.oakton.edu and select the Employment link to view Employment Opportunities.


Please be sure to have a current resume, cover letter, and list of, at least, three (3) professional references with contact information prepared to submit with your application. One (1) of the references must be your most recent, direct supervisor.


Oakton Community College is an equal opportunity, affirmative action institution, committed to employing competent, qualified individuals. Oakton Community College does not discriminate on the basis of race, color, creed, religion, national origin, disability, age, marital status, military status, socioeconomic status, sex or gender, gender identity, or sexual orientation in admission to and participation in its educational programs, college activities and services, or in its employment practices.


Posted positions may be removed from the Oakton website without notice when it is determined that no additional applicants are required.




URL: www.oakton.edu

Organization

With more than 2,500 course offerings each term, Oakton Community College offers a wealth of educational options in the heart of Chicago’s northern suburbs. From degree programs to non-credit career enhancement and personal enrichment courses, Oakton has something for everyone. 

Founded in 1969, Oakton is a two-year community college offering associate's degree programs and non-credit courses in northern Cook County, Illinois.

Locations
Oakton's 147-acre main campus sits in a forest preserve in Des Plaines, Illinois. A second campus in Skokie serves residents on the eastern side of the District and is home to the Art, Science, and Technology Pavilion. The College also offers continuing education classes at off-campus locations throughout the region, and many students pursue studies at home through our distance learning program.

Programs of Study
Associate's degrees in 80 areas of study prepare students to transfer to four-year institutions or to step directly into rewarding careers. Continuing education programs offer personal enrichment and career advancement opportunities through courses ranging from art to home improvement to English as a Second Language.

Faculty
Oakton's 700 full- and part-time faculty members boast top academic credentials, and their true passion is teaching. In small classes, our faculty engage students as individuals and guide their learning experience.

Students
Oakton's 46,000 credit and non-credit students represent all ages, 55 nations, and a wide range of experience. More than half come from a minority background, bringing a wealth of perspectives to campus.

Student Life
Students at Oakton participate in 50 clubs and organizations, from the Ceramics Club to Students for Social Justice, and they take a role in college governance and more through the Student Government Association and other leadership groups. A rich activities calendar offers lectures, social events, service opportunities, and more.

With a full performing arts season and a museum dedicated to the work of Chicago-area artists, Oakton Community College fosters a creative environment where the arts flourish. For students, that means opportunities to learn, create, and perform. For the community, the College offers a wide array of cultural events and opportunities to experience creativity.

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Location
United States

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