Facilities Operations Coordinator

EXPIRED

Job Details

Description

Our goal is to begin reviewing appliants the week of July 29th; a** nticipated start date will be by the end of August 2024 or September 1.**

Position Summary:

The Facilities Operations Coordinator is responsible for professional administrative support to the Associate Athletics Director of Facilities, Operations & Capital Projects, Assistant Athletics Director of Facilities, Associate Athletics Director of Events, Director Rock Chalk Park, Director Facilities and Events, and staff as assigned by the supervisor. This position serves as a front-line ambassador for the Athletics Facilities and Events Service Office. This position will create a welcoming environment by providing excellent customer service, greeting office visitors, answering the telephone, processing maintenance requests, scheduling departmental conference room/auditorium/practice/ camps & clinics and competition space, and updating the departmental master calendar system daily.

This position will also manage the Athletics Department key distribution system, manage Athletics Department Omnilock and Schlage Access Control Systems, manage Athletics CS Gold Access Control Systems including Morpho Manager, manage Athletics Lost and Found, and serve in the Command Post during Football and Men’s Basketball home events and other duties as needed to insure the highest standards athletic facility operations.

Responsibilities of all Positions at Kansas Athletics:

1. Adhere to University, Big 12 Conference, Kansas Athletics, and NCAA policies and procedures;
2. Maintain knowledge of departmental activities, sports schedules, and procedures;
3. Foster cooperative working relationships with fellow staff members within the Department;

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Job Details

Description

Our goal is to begin reviewing appliants the week of July 29th; a** nticipated start date will be by the end of August 2024 or September 1.**

Position Summary:

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The Facilities Operations Coordinator is responsible for professional administrative support to the Associate Athletics Director of Facilities, Operations & Capital Projects, Assistant Athletics Director of Facilities, Associate Athletics Director of Events, Director Rock Chalk Park, Director Facilities and Events, and staff as assigned by the supervisor. This position serves as a front-line ambassador for the Athletics Facilities and Events Service Office. This position will create a welcoming environment by providing excellent customer service, greeting office visitors, answering the telephone, processing maintenance requests, scheduling departmental conference room/auditorium/practice/ camps & clinics and competition space, and updating the departmental master calendar system daily.

This position will also manage the Athletics Department key distribution system, manage Athletics Department Omnilock and Schlage Access Control Systems, manage Athletics CS Gold Access Control Systems including Morpho Manager, manage Athletics Lost and Found, and serve in the Command Post during Football and Men’s Basketball home events and other duties as needed to insure the highest standards athletic facility operations.

Responsibilities of all Positions at Kansas Athletics:

1. Adhere to University, Big 12 Conference, Kansas Athletics, and NCAA policies and procedures;
2. Maintain knowledge of departmental activities, sports schedules, and procedures;
3. Foster cooperative working relationships with fellow staff members within the Department;
4. Support the athletics department goals and philosophies as described by the Director of Athletics and work to achieve and uphold the department’s mission statement and core values;
5. Maintain a positive attitude toward performing job duties and in working with other staff members;
6. Exhibit professional decorum at all times while representing Kansas Athletics, including routine events and meetings that occur outside of the office and on the road;
7. Maintain the confidentiality of all information obtained while an employee of Kansas Athletics including all private, confidential, or sensitive information and ensuring compliance with FERPA, HIPAA, and other applicable regulations.

Duties and Responsibilities of the Position:

1. Provides professional administrative support to Facilities and Events leadership and staff, serving as a front-line ambassador, creating a welcoming environment by providing excellent customer service; greeting office visitors (e.g., staff, campus constituents, 3rd party vendors etc.), and manage telephone calls in a courteous and professional manner, recording messages accurately and provide necessary follow-up to ensure the caller is assisted;
2. Managing the daily operations of the Facilities and Events Service Office; check-in trades (facility services- campus) staff, organize and maintain file systems, receive and process incoming mail, answer correspondence, prepare timely and accurate documents required by staff;
3. Maintain an adequate inventory of all general office materials and supplies; assist in procuring necessary supplies for departmental needs;
4. Assist in annual budget preparation process in collaboration with the Assistant Athletics Director-Facilities for all key and access updates. This may include researching and preparing expected recurring expenditures as well as new anticipated expenses; monitors monthly budget reports for discrepancies and provides financial reports, as directed;
5. Assist with the preparation of event management, game day operational activities and serve in Command Post during Football and Men’s Basketball home events and other duties as needed;
6. Receive and respond to service requests from Kansas Athletics staff in a timely fashion. Coordinate requested work orders to the appropriate source (Kansas Athletics Facilities Maintenance Supervisors or University Facilities Services);
7. Organize the key distribution system that includes updating a computer database and digital copy filing system of all keys issued and returned for all buildings operated by the Athletics Department and provide monthly key deposit reports for the Athletics Director of Business Operations. Perform yearly staffing key audits;
8. Maintain an updated inventory of keys for current, former and incoming staff. Manage the collection and distribution of keys for staff transitions. Facilitate key orders from Facilities Services on campus;
9. Manage the Athletics Department Omnilock and Schlage Access Control System. This includes daily updates to the system, programming of system locks, troubleshooting problems and requesting the appropriate service needed to correct problems that the office collectively cannot resolve;
10. Manage the Athletics Department CS Gold Access Control System, which includes daily monitoring and updating as required, troubleshooting problems and requesting the appropriate service needed to correct problems that the office collectively cannot resolve;
11. Assist with the notification for athletic facility security providers regarding schedule changes and other important information to ensure athletics staff, athletes, and facilities are secure at all times and review night security reports for notes regarding issues they have encountered;
12. In collaboration with the Assistant Director of Special Events by maintaining the departmental master event calendar scheduling software distributing weekly and updated calendar information and all scheduling of departmental conference rooms, auditoriums, practices, camps & clinics, competitions and event agendas;
13. Maintain the Athletics Department lost and found, communicating with the University Public Safety Office, University Staff, Athletics Department Staff and the general public in regard to items lost in KU Athletics events venues;
14. Develop and maintain highest standards in working relationships with various University Facilities Services shops and other University departments directly related to facilities and events services;
15. Perform special projects and tasks as needed or directed by the Facilities and Events Services/Capital Projects Administrators;
16. Perform any duties as assigned by the Director of Athletics or their designee.

Required Qualification:

• High School diploma or completion of GED equivalency;
• Minimum of one year of relevant facility operations, administrative, or coordination experience within the collegiate athletics industry, or relevant field;
• Demonstrated proficiency using the Microsoft Office suite (Excel, Word, etc.);
• Demonstrated excellent verbal and written communication skills;
• Demonstrated positive attitude, taking initiative, and self-motivated;
• Demonstrated exceptional organizational skills with acute attention to detail and follow through;
• Demonstrated problem-solving skills with a solution focused approach, and the ability to work effectively in a fast-paced office environment with the capacity to adapt quickly to major and minor changes in assignments, projects and outcomes;
• Ability and willingness to work occasional evenings, weekends, or holidays as needed.

Preferred:

• Bachelor’s Degree from an accredited college or university;
• Experience with all aspects of electronic lock systems management: (CBORD, SCHLAGE, CS GOLD, OMNI)

Salary: The annual base salary range we have budgeted for this position is $38,000 - $40,000.

The Perks: Kansas Athletics offers relocation assistance and an excellent benefits package including: 403(b) matching program, plus voluntary retirement savings plans; health, dental, vision insurance, Section 125 flexible spending plans; paid holidays, vacation and sick leave; paid Parental leave; employer paid long-term disability, group term life and AD&D; tuition reimbursement; Adidas merchandise allotment and discounts; free weight room access; and more!

Encouraged to apply: Kansas Athletics is committed to providing an equal opportunity for all qualified individuals to be considered for staff positions regardless of race, religion, color, sex, disability, national origin, ancestry, sexual orientation, marital or parental status, age, or status as a veteran. As a reflection of this commitment, Kansas Athletics strives to recruit and employ the most qualified applicants available, consistent with the requirements of the position and the long-range objectives of Kansas Athletics.

Work Environment

This job operates in a professional office. This role routinely uses standard office equipment such as laptop computers and various digital devices, including, but not limited to: cell phone, printer, copy machine, and other related devices. This job requires flexibility and adaptability in schedule and the ability to perform job related duties on short notice.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to speak and hear. Specific vision abilities required by this job include close vision and ability to adjust focus. This position may require frequent bending, moving, lifting, and carrying material weighing up to 25 pounds; standing up to eight hours each day; and working in all weather conditions.

Travel

Travel is not expected for this position.

Hours of Work

This is a full-time position, with overtime eligibility. Days and hours of work will vary based on the needs of the position. Early morning, evening and weekend work maybe required.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

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