Office Coordinator - Facilities Planning

The Office Coordinator serves as the first point of contact for students, vendors, and staff, offering vital support to the Facilities Planning department. This role involves managing various office tasks including providing calendar support, budget assistance, supervising student employees, maintaining vendor documentation, supporting project managers, and ensuring smooth departmental operations.

Essential Functions:

• Support Project Managers with the bidding process, including: sending out bid solicitations, attending bid openings, documenting the bids, tracking/receiving bond & insurance documents, executing contracts, submitting requisitions, receiving purchase orders, creating receipts, submitting change orders, processing invoices, tracking invoices, monitoring project budgets, reviewing project budget reports and reconciling the reports with the project manager and accounting.

• Supervise student employees, including: hiring, training, scheduling, supervising, creating expectations, and assigning tasks to student employees, as well as approving student work hours, and conducting student employee performance evaluations.

• Maintain the Facilities Planning website, making sure it is up to date and ADA compliant.

• Coordinates/assists with planning for major events or meetings: plan, organize and coordinate events for staff, students, contractors, and consultants (holiday parties, student appreciation week, outside vendor meetings, and meet & greets) including room reservations, catering coordination, and room set-up.

• Maintain Facilities Planning approved bidders/vendors list and bidder applications.

• Conducts special projects and assignments as needed.

• Bureau of Fire Safety - assist Facilities Planning project managers with the BFS plan review process and permit application (through LARA)

• Coordinates calendars and schedules meetings

• Stock and order office supplies

• Monitor GVSU Facilities Planning van maintenance.

• Compile data and produce materials for presentations and proposals.

• Assist with presentations and editing documents.

• Manage subscription renewals.

• Orders and updates software

• Types letters and other correspondence

• Establishes and maintains filing and record keeping systems.

• Receives, opens, and routes mail.

• Other responsibilities as assigned.

Required Qualifications:

• High school graduate or equivalent.

• Minimum of three years of relevant work experience.

• Experience with various computer software applications such as Microsoft Office and/or equivalent.

• Demonstrated experience to successfully operate office equipment.

• Data entry experience.

• Typing and spelling competency with grammar and proofreading skills.

• Possess strong verbal and written communication skills.

• Demonstrated experience to successfully provide quality customer service

• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.

• Ability to work under pressure and meet deadlines.

• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.

• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications:

• Some college course work

• Experience in higher education.

• Supervisory experience.

• Accounting experience

• Workday experience

• Familiarity with office operations in an architectural and or construction firm

Salary: C-3 Level. Minimum starting salary of $ 18.95

Job Type: Full-time, 8am - 5pm

Department/Division: Facilities Planning

Campus: Allendale

How to Apply: Please include a cover letter and resume.

Application Deadline: Application closes at 11:59pm on May 4, 2024.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The information contained in this job description is for compliance with the Americans with Disabilities Act as amended by the ADA Amendment Act (2008), Section 504 of the Rehabilitation Act of 1973, and other applicable federal and state laws that prohibit discrimination on the basis of disability. GVSU will provide reasonable accommodations to qualified individuals with disabilities upon request. See www.gvsu.edu/affirmative/. TDD Callers: Call Michigan Relay Center at 711 (in State) or 1-800-833-7833 (out of State).

Grand Valley State University is an Affirmative Action/Equal Opportunity Employer, which includes providing equal opportunity for racial and ethnic minorities, women, protected veterans and individuals with disabilities. University policy extends protections to additional identities.