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Facility and Auxiliary Services Office Coordinator

Company: John Carroll University
Location: Cleveland
Posted on: May 25, 2023

Job Description:

Posting Details

Position Information

Job Title
Facility and Auxiliary Services Office Coordinator


This position is primarily responsible for managing the student run Facilities Help Desk, supporting departmental purchasing needs and providing administrative and budget support to the Facilities and Auxiliaries department personnel.

Duties and Responsibilities

  • Manages student run Help Desk. Hires and trains student employees to:
    • Prioritize incoming problem calls/emails from faculty, staff, administrators, students, and public regarding facilities services.
    • Enter work orders regarding these issues into Asset Essentials. Prioritizes the importance of work orders and contacts Foreman accordingly.
    • Enters department(s) purchase orders into Banner, prepares departmental journal entries and check requests, monitors the department's open encumbrances and reconciles monthly operational budget reports. Reconciles department(s) Purchasing Card on a monthly basis. Organizes and processes department invoices.
    • Prepares:
      • Time cards for maintenance and student workers.
      • Work order status reports, as requested, by Director of Physical Plant.
      • Operating budget updates and analyses, as requested, by Assistant Vice President.
      • Bi-monthly exterminator report and completing work orders.
      • End of school year notifications to department chairs and their administrative assistants, in addition to the University community, regarding collecting keys from members of their department who are leaving the employ of the University.
      • Supports Director and Manager of Auxiliary Services by checking room availabilities and booking rooms in Course Dog as well as help to coordinate cleaning activities.
      • Maintains daily record of contractor card access and keys issued. Notifies Director of Physical Plant/Project managers of cards/keys not returned when expected.

        Required Qualifications
        • Associate's degree in Business, Accounting or Facilities Management.
        • Two years of office experience in purchasing or facilities/building operations environment.
        • A background in customer service.
        • Good communication skills, both oral and written.
        • Ability to determine and prioritize urgency of each incoming request.
        • Multi-tasking skills and ability to prioritize work from a number of people.
        • Intermediate computer skills and knowledge of Microsoft Office, Google Suite, Adobe and SCT Banner.
        • Interest in understanding and supporting John Carroll's mission to inspire individuals to excel in learning, leadership, and service in the region and in the world.

          Preferred Qualifications
          • Bachelor's degree in Business, Accounting or Facilities Management.

            Normal Work Location, Hours and Conditions

            This position works in-person from our campus in University Heights, Ohio. Generally, 37.5 hours per week as assigned. This position may require work be performed outside of normal business hours based on department needs and operations.

            Physical Requirements

            Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other office locations and to verbally communicate to exchange information.

            Full Time

            Non-Exempt (Hourly)

            Compensation & Benefits

            Starting pay rate will be $20.00 - $22.00/hour, commensurate with qualifications. This full-time position offers a generous Total Rewards package that includes health and dental insurance options, paid vacation, personal, sick, and mission time, holidays, 403 (b) retirement plan, life insurance, and tuition remission benefits for you, your spouse, and children.

            About John Carroll University

            John Carroll University is a private, coeducational, Jesuit Catholic university, founded in 1886, dedicated to developing people with the knowledge and character to lead and to serve. The University is located in University Heights, Ohio, an attractive residential suburb 10 miles east of downtown Cleveland. Academically, the University consists of the College of Arts and Sciences and the Boler College of Business, which both include graduate programs. The University offers 39 Academic Programs in the arts, social sciences, natural sciences, and business at the undergraduate level, and in select areas at the master's level.

            The University enrolls approximately 2,500 undergraduate students and 500 graduate students and has a student-to-faculty ratio of 14:1. John Carroll University is one of 27 Jesuit universities in the United States and has been listed in U.S. News & World Report magazine's top 10 rankings of Midwest regional universities for more than 30 consecutive years.

            Posting Detail Information

            Posting Number

            Open Date

            Close Date

            Open Until Filled

            Special Instructions Summary

            EEO Statement

            John Carroll University is an Affirmative Action, Equal Opportunity Employer. The University is committed to diversity in the workplace and strongly encourages applications from women and minorities, veterans and individuals with disabilities.

Keywords: John Carroll University, Cleveland , Facility and Auxiliary Services Office Coordinator, Administration, Clerical , Cleveland, Ohio

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