Position Details
Position Information
| Requisition Number |
S4446P |
| Home Org Name |
Utilities and Energy |
| Division Name |
VP, Facilities Management |
| Position Title |
Facilities Coordinator I/II |
| Job Class Code |
EB65/66 |
| Appointment Status |
Full-time |
| Part-time FTE |
|
| Limited Term |
No |
| Limited Term Length |
|
| Job Summary |
Auburn University's Utilities and Energy is seeking a Facilities Coordinator that will provide routine administrative, financial, and analytical support for all Facilities areas. This employee will provide routine administrative work relating to the coordination of events, meetings, or other areas involving sensitive information. |
| Essential Functions |
Level I:
- Provides general administrative support including, but not limited to, preparing agendas, notices, minutes, reports, and documents; gathering and managing data; providing correspondence, filing, and recordkeeping; preparing and processing forms; overseeing mail distribution and outgoing mailings; and purchasing/ordering supplies through material requests and other methods.
- Acts as a point of contact to other departments, students, faculty, customers, and outside agencies and vendors. Retrieves and disseminates information to internal and external stakeholders.
- Processes and tracks purchase orders, invoices, bid proposals, contract transactions and related financial transactions for responsible area.
- Supports department Human Resource functions including, but not limited to, hiring process, onboarding process, training coordination, performance reviews, and corrective actions. Exercises discretion concerning sensitive and confidential information.
- Assists in entering and maintaining data and metrics for analyzing and monitoring the effectiveness of departmental initiatives. Assists in entering, monitoring, and evaluating data within designated facilities systems. May assist in maintaining asset databases to ensure accuracy for current and retired equipment.
- Coordinates designated programs ensuring necessary equipment, tools, supplies and/or uniforms specific to departmental needs.
- Coordinates personnel and meeting schedules for responsible areas.
- Assists in tracking budget for responsible area, ensuring all financial transactions and records are accurate.
- Assists in planning and coordinating large or complex projects as well as various department processes. May support projects in responsible area with funding requests, budget processing, schedule planning, and general project coordination.
- May oversee and maintain data system(s) including, but not limited to, work orders, equipment inventories, project templates, and/or other related information.
- Responsible for meeting and maintaining all training and certification requirements as outlined by Auburn University Facilities Management policies.
- May perform other related duties as assigned.
Level II:
- Provides general and specialized administrative support including, but not limited to, preparing agendas, notices, minutes, reports, and documents; gathering and managing data; providing correspondence, filing, and recordkeeping; preparing and processing forms; overseeing mail distribution and outgoing mailings; and purchasing/ordering supplies through material requests and other methods.
- Processes and tracks purchase orders, invoices, bid proposals, contract transactions and related financial transactions for responsible area.
- Supports budget preparation and tracking for responsible area, ensuring all financial transactions and records are accurate.
- Supports department Human Resource functions including, but not limited to, hiring process, onboarding process, training coordination, performance reviews, and corrective actions. Exercises discretion concerning sensitive and confidential information.
- Collects, analyzes, and synthesizes data and information from multiple sources to create presentations and reports used to assess the overall performance of operations and programs. Collects, analyzes, and interprets data for projects, departmental operations, and/or other processes aimed at identifying opportunities to improve the efficiency and effectiveness of departmental objectives.
- Utilizes software packages to manipulate and prepare data and other information, databases, or reports. Assists in the development and maintenance of data and database system(s) including work orders, projects, space, equipment inventories, and/or other related information.
- Coordinates designated programs ensuring necessary equipment, tools, supplies and/or uniforms specific to departmental needs.
- Coordinates personnel and meeting schedules for responsible areas.
- Acts as a point of contact to other departments, students, faculty, customers, and outside agencies and vendors. Retrieves and disseminates information to internal and external stakeholders. Advises staff, students, administrators, and clients on processes, procedures, and services.
- Enters, monitors, and evaluates data within designated systems. May be responsible for maintaining asset databases to ensure accuracy for current and retired equipment.
- Supports projects in responsible area with funding requests, budget processing, schedule planning, and general project coordination.
- May oversee and maintain data system(s) including, but not limited to, work orders, projects, space, equipment inventories, and/or other related information.
- Responsible for meeting and maintaining training and certification requirements as outlined by Auburn University Facilities Management policies.
- Assists in planning and coordinating large or complex projects as well as various department processes. May support projects in responsible area with funding requests, budget processing, schedule planning, and general project coordination.
- May perform other related duties as assigned.
|
| Why Work at Auburn? |
Life-Changing Impact: Our work changes lives through research, instruction, and outreach, making a lasting impact on our students, our communities, and the world.
Culture of Excellence: We are committed to leveraging our strengths, resources, collaboration, and innovation as a top employer in higher education.
We're Here for You: Auburn offers generous benefits, educational opportunities, and a culture of support and work/life balance.
Sweet Home Alabama: The Auburn/Opelika area offers southern charm, vibrant downtown scenes, top-ranked schools, and easy access to Atlanta, Birmingham, and the Gulf of Mexico beaches.
A Place for Everyone: Auburn is committed to fostering an environment where all faculty, staff, and students are welcomed, valued, respected, and engaged.
Ready to lead and shape the future of higher education? Apply today! War Eagle! |
Minimum Qualifications
| Minimum Qualifications |
Level I:
Some college; vocational or Associate's Degree in no specific discipline and 2 years of experience in office administration including computer operation, software, and databases.
Level II:
Bachelor's Degree in no specific discipline and 3 years of experience in office administration including computer operation, software, databases, and coordinating projects in a facilities management, higher education, or other relevant business environment.
S
ubstitution allowed for Education:
When a candidate has the required experience, but lacks the required education, they may normally apply additional relevant experience toward the education requirement, at a rate of two (2) years relevant experience per year of required education. |
Minimum Skills, License, and Certifications
| Minimum Skills and Abilities |
Level I:
- Knowledge of customer service best practices.
- Knowledge of functions related to office administration, including, but not limited to: Greeting clients, determining their needs, and directing them to the appropriate Facilities personnel; ordering supplies and equipment on behalf of Facilities Maintenance employees; as well as scheduling meetings, preparing agendas, and creating meeting minutes for distribution.
- Ability to understand and navigate computers, software, and databases.
- Ability to learn and use software systems related to facilities management, financial services, and metrics development
Level II:
- Proven customer service skills.
- Proven knowledge and skills with office administration functions,including, but not limited to: Greeting clients, determining their needs, and directing them to the appropriate Facilities personnel; ordering supplies and equipment on behalf of Facilities Management employees; as well as scheduling meetings, preparing agendas, and creating meeting minutes for distribution.
- Ability to understand and utilize databases and software related to data management.
- Ability to assist in the design, maintenance, and/or implementation of various systems.
- Ability to use software systems related to facilities management, financial services, and data visualization.
|
| Minimum Technology Skills |
|
| Minimum License and Certifications |
Valid Driver's License |
Posting Detail Information
| Salary Range |
$36,410 - $58,710 |
| Job Category |
Office/Administrative Support |
| Working Hours if Non-Traditional |
|
| City position is located in: |
Auburn |
| State position is located: |
Alabama |
| List any hazardous conditions or physical demands required by this position |
|
| Posting Date |
05/12/2025 |
| Closing Date |
|
| Equal Opportunity Compliance Statement |
It is our policy to provide equal employment and education opportunities for all individuals without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, age, disability, protected veteran status, genetic information, or any other classification protected by applicable law. The Office of Equal Opportunity Compliance (
EOC) strives to ensure an inclusive and equitable working, living, and learning environment for members of the Auburn University community. Please visit their
website to learn more. |
| Special Instructions to Applicants |
* Only
completed applications will be considered, so please provide all requested information in each section. This should include
all employment history and required application documents.
* If
required, be sure to attach cover letter and resume.
* Please include a copy of any required or relevant
certifications/licenses in the "Other Documents" section.
* Please answer all
supplemental questions completely and accurately.
* Reference providers should be individuals who can attest to your qualifications for a position. Examples include supervisors, coworkers, and professors. Personal References will not be accepted. |
| Quick Link for Internal Postings |
https://www.auemployment.com/postings/53168 |
|
Auburn
$36,410 - $58,710
May 12, 2025