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Building Coordinator, College of Health Sciences - Facilities

Apply now Job no: 497239
Work type: Staff
Location: Newark
Categories: Facilities Management, Full Time

PAY GRADE:28N

CONTEXT OF THE JOB:

The College of Health Sciences is leading the charge in creating new models for translational research, inter-professional education, and innovative healthcare delivery in a complex and rapidly changing environment. The College is also playing a leading role on the University's STAR (Science, Technology, and Advanced Research) Campus with the creation of the Health Sciences Complex, which includes state-of-the-art research, education, and meeting facilities which are directly linked to our clinical care in the Physical Therapy clinic, the Speech, Language, Hearing clinic and the Nurse Managed Health Center clinics. Under limited supervision of the Building Supervisor, the Building Coordinator performs complex administrative duties and tasks involved with the Health Sciences Complex, in support of a variety of departments and programs located on the site. The Building Coordinator prioritizes and resolves administrative issues using independent judgment, initiative and problem-solving skills. The incumbent coordinates and ensures the implementation of, and compliance with, internal and external administrative policies and procedures. A significant aspect of the work is to seamlessly and professionally support the activities of the building while expanding outreach to visitors/community members/potential tenants. In addition, it will be critical to proactively support the Colleges vision for wide-ranging initiatives that advance the current programs and anticipated growth of the Complex.

 

MAJOR RESPONSIBILITIES:

  • Serves as building coordinator, coordinating activities (e.g., shipments, maintenance requests, property procedures, building meetings, safety meetings, building communications, snow plowing, grass cutting, etc.).
  • Enforces building procedures when needed. Point of contact for building safety, serves on the STAR Safety Committee and EPP as well as office security through administration of policies and procedures.
  • Works with the Building Services Supervisor for all key requests.Upon request, contacts building engineer to have keys cut on site.
  • Serves as liaison between building occupants in offices/labs/clinics and property manager, Delle Donne Associates.
  • Streamlines communication relating to facilities issues, building repairs, new tenant tours and other needs. Maintains database of all change orders, invoices, etc.
  • Works with the Building Services Supervisor and Delle Donne to ensure submission and completion of Tenant Request Forms and Incident Request Forms.
  • Coordinates special deliveries as requested (lab materials, new equipment) working closely with internal/external vendors including movers, etc.
  • Primary contact to custodial company coordinating cleaning schedules around events, delivery of hand sanitation stations, paper towel & soap dispensers, as well as ongoing service communication.
  • Coordinates communications requests to have additional phone lines/computer lines installed.
  • Responsible for giving tours of the building to internal and external groups and individuals, ensuring tour talking points are current, and for circulating updates to administrative assistants/leads in the building. Provides additional related support to building occupants, as needed. Responsible for STAR Directory updates and dissemination.
  • Orchestrates interdisciplinary synergy and promotes connectivity in the building by including all departments in communications/planning.
  • Represents the College in interactions with all institutional divisions as well as externally to students and their parents, and/or the general public.
  • Communicates regularly with Colleges and University departments and offices, as well as numerous external individuals and groups.
  • Assists and supports the Dean in the daily operation and administration for required tasks that support departments and programs located on the Health Sciences Complex. This requires cross-departmental and functional coordination with administrative staff, department/program leadership, and internal/external vendors.
  • Serves as first point of contact and central check-in for staff, faculty, students, study participants, and patients.
  • Answers questions and directs to other offices as needed. Updates and monitors changes as they relate to general published information (i.e. contact numbers, office hours, event details) for the health sciences complex.
  • Works with the Events Manager on events at STAR as scheduled by the Dean that support the College of Health Sciences faculty/staff, students, donor and alumni, especially those connected to the Health Sciences Complex, which may include new events such as hard hat tours, open houses, and other events but also includes existing events scheduled for the college.
  • Word processing documents produced typically require composing correspondence, formatting, tables/columns creation, graphics, use of macros and merging information from different documents/applications.Spreadsheets produced typically require developing formulas for calculations, analyzing data to make projections, creating a spreadsheet database, query database and developing/printing reports, create and use macros,recording/arranging data, creating charts/graphs. Database applications typically require creating and maintaining the database as the sole support and includes activities such as performing calculations and embedding objects, design, create and edit file structures; sort/filter tables; and create/modify queries.Presentations typically require developing layout, outline, slide presentation and handouts to create original presentations.
  • Conducts limited research and analyses of unit services or other situations requiring unit action to determine, implement or authorize an appropriate course of action.Briefs management on potential areas of difficulties.
  • May assist in training, assigning and checking the work of other staff and students. Performs miscellaneous job-related duties as assigned.

QUALIFICATIONS:

  • High school diploma or GED, Associates degree preferred, and five years related experience.
  • Excellent people skills, outgoing, personable and enjoys working with and helping the community, the university, etc.
  • Knowledge of program policies, procedures, and requirements.
  • Knowledge of administrative support practices and procedures.
  • Knowledge of grammar, punctuation, spelling and composition.
  • Knowledge of the methods and techniques in composing written communications such as responses to inquiries and narrative reports.
  • Skill in applying basic and advanced tools used in word processing applications.
  • Skill in applying the tools used in creating and modifying spreadsheet applications.
  • Ability to work independently, anticipate issues and proactively seek resolutions.
  • Ability to handle multiple tasks concurrently, and skill in organizing resources and establishing and adjusting priorities in a rapidly changing environment.
  • Ability to oversee the work of lower level clerical employees.
  • Ability to establish and maintain effective working relationships.
  • Ability to understand, explain, and apply rules, regulations, policies and procedures.
  • Ability to verify accuracy of information, resolve discrepancies and follow-up on outstanding activities.
  • Familiarity with University policies and procedures desired.
  • Excellent verbal and written communication skills and the ability to interact effectively with a wide range of constituencies both within and outside the university.
  • Knowledge of department/division policies, priorities and objectives, operations and functions of all program areas.
  • Skill in collecting, compiling, evaluating and analyzing information from a variety of sources.
  • Skill in drawing conclusions and developing solutions to operational or service problems.
  • Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures and backgrounds.
  • Committed to fostering a workplace culture of belonging, where diversity is celebrated and equity is a core value.

Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.

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