Building and Facilities Operations Coordinator Senior

Job Profile:

Service and Support Specialist 2

Job Family:

Service and Support

Time Type:

Full time

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications:

Bachelor's degree and three (3) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

Job Profile Summary:
Responsible for managing and optimizing university services related to parking, transit, trademarks, licensing, and strategic partnerships. Responsible for overseeing materials movement and event support, providing exceptional customer service, and offering training and support to staff on university systems and procedures.

Job Description:

The Design School (TDS) at Arizona State University is creating a new role for a Building Operations Coordinator, Senior. We are looking for a colleague who is not satisfied with simply checking boxes, but instead wants to build systems and processes that fit the current and future needs of a school that continues to grow year-on-year.

Our ideal candidate will be an individual who is ready to creatively and enthusiastically lead our efforts to develop the best possible building operations. The right person for this role will bring passion, creativity and an open mind. They will thrive in a workplace where change is constant. They will embrace transparency, encourage innovation, be flexible, open to change, eager to share their expertise, and to advance their own professional development. They will think outside the box and not be afraid to identify and encourage paths and processes we might never have considered. The successful candidate will work collaboratively with professional staff who manage or work in each of our facilities, bringing a solutions-oriented approach to optimizing the quality of the student, employee and visitor experience.

This position requires strong organizational skills, the ability to coordinate complex processes and projects, engagement in budgeting processes and a hands-on approach, all in support of our commitment to providing an engaging learning environment. All applicants must be eligible to work in the United States; neither HIDA nor The Design School will provide sponsorship for employment.

Under supervision from the associate director of school operations, the building operations coordinator, senior, will fulfil the following essential duties

Position Salary Range:

• $48,600 - $60,000 per year; depends on experience within the posted range.

Essential Duties:

• General:
  • Works closely with the unit, HIDA and university administration to coordinate all building operations to ensure adherence with institute and university policies, practices and regulations.
  • Ensuring a safe working and learning environment for all TDS students, faculty and staff.
  • Serves as an Environmental Health and Safety Compliance Officer, ISAAC Segment Manager, Key Coordinator and Building Liaison.
  • Develop understanding of facilities budget and reconcile expenses and work orders; reviews requests for services, equipment-related supplies, and furniture purchases and supports the business operations team in the processing of associated financial documents.
  • Obtains quotes and information required for facilities-related orders including liaising as needed with internal and external vendors such as furniture suppliers, AV/IT consultants and specialized moving companies.
  • Maintains inventory records.
  • Participates in a variety of departmental, institute and university-wide meetings to represent the unit's interests around facilities maintenance and to ensure an integrative/collaborative support of university interests.
  • Trains, supervises, and evaluates assigned facilities/building operations student workers.
  • Performs other duties as assigned to ensure continually efficient operations  to meet customer service needs.
• Building Maintenance:
  • Reports building maintenance problems and related issues to ASU Facilities (FACMAN)/HIDA and coordinates repairs and resolution.
  • Walk all Design spaces (currently five buildings located up to a mile apart) on a regular basis to note facility needs, submit repair requests and coordinate resolution to ensure items are taken care of in a timely manner.
  • Oversight of TDS’ golf cart, including maintenance, repair, security, and reservation booking systems.
  • Manages the Surplus property process, including tracking, storage, submissions for pickup, and follow-through with pertinent ASU departments.
  • Assists with renovation or improvement projects; obtains quotes and information required for the specific projects, submits required financial documentation for ordering.
  • Serves as point-person with HIDA and ASU IT and other teams that impact building and facilities operations.
• Space Management:
  • Maintain building databases for available space, logistics of planning space assignments for all employees and graduate and undergraduate students, and provide leadership with updates and suggestions as needed.
  • Maintains Annual Space Survey, updating regularly to reflect changes.
  • Works closely with unit administrators and other designated individuals to resolve any issues regarding space assignments and access.
• Access and Security:
  • Coordinates, tracks, and maintains databases for key assignments, combination lock codes, and ISAAC access for all occupants; works closely with the classroom scheduler to grant studio access for TDS students; maintains all confidential information in an appropriate database.
  • Serves as ISAAC Segment Manager.
  • Maintains security levels by frequent follow-up on key returns and removal of codes and access when no longer needed.
  • Maintains database information on all deposits and processes refunds when keys are returned.
  • Works with ASU and Tempe Police to ensure safe operation of all TDS spaces, collaborating as needed to address specific threats and opportunities for space and process improvements.
• Events Support:
  • Partner with TDS’ events and experience coordinator, senior, to ensure appropriate setup of spaces for a diverse range of special events and other school functions. This will occasionally require after-hours or weekend work.
  • Assists with facility/equipment related setup and clean up as needed, including furniture and AV/IT equipment placement and returning to storage.
  • Support events staff when appropriate in identifying/locating resources, furniture and equipment for school events.

Desired Qualifications:

• Experience overseeing complex facilities operations, maintenance and development practices, regulations and standards
• Experience working in and/or a passion for design and/or the arts.
• Experience coordinating facilities in a higher education institution.
• Experience working at ASU
• Experience with ASU systems and offices including AssetWorks, ServiceNow ticketing, ISAAC access and lock shop operations.
• Supervision experience, be that student workers, interns or full-time employees.
• Skill in planning, analyzing and establishing priorities and adjusting as needed based on leadership priorities and urgent matters.
• Knowledge of quality customer service standards, methods and practices.
• Skill in using various types of database software
• Skill in establishing and maintaining effective working relationships both within and across organizational areas
• Basic knowledge to support technology and AV troubleshooting in classrooms, studios, and shared spaces. 
• Demonstrated capacity to communicate clearly, both verbally and in writing.

Working Environment:

• This position requires full-time, on-site presence. Remote and hybrid options are not available.
• Required to stand for varying lengths of time and walk distances outside to perform work.
• Frequent bending, stooping, kneeling, reaching, lifting, pushing, and pulling up to 50 pounds. 
• May use standard office equipment including but not limited to: computer workstation/laptop (keyboard, monitor, electronic tablet, mouse), printer, calculator, copier, telephone, and associated computer and technology peripherals.
• Utilize specific hand tools and equipment related to essential duties.
• Work may involve occasional exposure to unusual elements, such as extreme temperatures, dirt, dust, fumes, smoke, unpleasant odors, and/or loud noises. 
• Drive University vehicles/carts.
• May be exposed to hazardous and dangerous materials, tools, and equipment which will require safety precautions and/or specific processes to be followed, and may include the use of Personal Protection Equipment (PPE) (e.g. safety glasses, gloves, Self-Contained Breathing Apparatus (SCBA).  Use of PPE may require medical clearance prior to use.
• This position may occasionally require after-hours or weekend work, most likely during high-demand times of the academic year.

Department Statement:

The Herberger Institute comprises six schools: ASU FIDM; the School of Art; The Design School; The Sidney Poitier New American Film School; The GAME School; and the School of Music, Dance and Theatre; as well as the ASU Art Museum and the ASU FIDM Museum. With programs ranked top 20 and more than 135 degree and certificate options in art, architecture, dance, design, fashion, film, gaming, media arts and sciences, music, and more, plus expert faculty, state-of-the-art immersive media facilities, notable performing arts venues, and national and international partnerships, the Herberger Institute is a powerhouse of art, culture and design and a model of inclusive excellence.

In a rapidly changing world, design and the arts aren’t luxuries—they’re essential. At the Herberger Institute, we harness the transformative power of creativity to solve real-world challenges and shape a more compassionate, connected future.

Our students work across disciplines—combining science, engineering, design, storytelling and the arts—to create solutions that benefit people and the planet. We’re expanding access, removing barriers and providing the resources students need to thrive, because the talent to shape the future is already here.

Together, we’re designing not just new careers, but new systems of care, connection and possibility.

https://herbergerinstitute.asu.edu/

Why work at ASU - https://cfo.asu.edu/why-work-asu: Total compensation at ASU is defined as more than the salary paid for the valuable work performed to support the success of our ASU students. It includes:

• Salary and wages paid
• Comprehensive package of affordable benefit plans and programs
• Access to world-class educational opportunities at deeply discounted rates
• ASU's total compensation estimator shows the approximate value of your overall compensation 

ASU is a diverse enterprise with a wide variety of work and learning modes, locations and a commitment to sustainability, innovation and employee work-life balance. We are determined to maintain our position as an employer of choice in a competitive labor market.

Flexible work options 

• Alternative work schedules can include four, 10-hour workdays in a workweek; a nine-day, 80-hour schedule over two workweeks for exempt employees only; and staggered start and stop times.
• Hybrid work is an arrangement where employees spend a minimum of 60% of their regular workweek at their primary ASU work location. Dean or vice president-level approval is required.

Driving Requirement:

This position may require driving. Employee must possess a valid US Driver’s license of the appropriate class and required endorsements throughout employment.

Location:

Campus: Tempe

Funding:

No Federal Funding

 

Instructions to Apply:

Current employees, student workers seeking staff opportunities, and students applying for student worker positions must apply directly through the Workday Jobs Hub.

To be considered, your application must include all of the following attachments:

• Cover letter
• Resume or CV

Multiple documents may be uploaded in the attachments section. Alternatively, applicants may combine all required materials into a single PDF for submission. Please ensure uploaded documents are clearly labeled and include your name.

Please ensure your resume includes all employment information in month and year format, for example 6/04 to 8/14, along with job title, job duties, and employer name for each position. Your resume should clearly demonstrate how your experience and background meet the minimum and desired qualifications for this position. Incomplete applications or missing required materials may not be considered.

Important: Do not withdraw your application to make edits. Once an application is withdrawn, it cannot be edited, reactivated, or replaced with a new submission. If you have questions or need assistance, please contact The Office of Human Resources Talent Acquisition before the posting close date.

Graduate Assistant, Intern and part-time positions are counted as half time for experience equivalency, meaning one year equals six months of experience.

Only electronic applications will be accepted for this position. By submitting an application, you confirm that the information provided is accurate and complete.

ASU Statement:

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions inclusive excellence, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report:

In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU Police Department at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

ASU’s comprehensive benefits package is a key part of your total compensation. Visit the ASU Compensation Estimator

Employment Verification Statement:

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement:

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Fingerprint Check Statement:

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.