Operations Coordinator

California College of the Arts

Operations Coordinator

R507767

San Francisco

The Operations department at California College of the Arts provides leadership and operational oversight of operational and facilities functions for CCA’s San Francisco campus (excluding student housing), such as event coordination, campus-wide sustainability efforts, and general process improvements for a smooth running campus. This position is responsible for servicing the front line of day-to-day functions for the department and will utilize operational systems in support of facilities services, accounting and purchasing, operations scheduling, and event support.

COMPENSATION & BENEFITS:

  • The compensation for this position is $31.79 per hour.
Responsibilities

Event and Extracurricular Programming Support - 45% of time

Provides oversight and continuity for all Operations services provided in support of curricular and extracurricular programming and campus events. Working with the Director of Operations, coordinates directly with multiple stakeholders including internal and external event planners and vendors, the Scheduling Manager, and the Facilities Manager. Interfaces regularly with Public Safety to coordinate parking and security services.

  • Centralizes administration and coordination of event and campus programming support services under Operations.

  • Meets with event planners and support staff to develop and document support requirements.

  • Communicates Operations services requirements and ensures appropriate use guidelines are understood and enforced.

  • Develops timelines, schedules, and staffing plans; creates and posts event-related signage as needed.

  • Coordinates event services requested, and ensures receipt and payment of said services.

  • Develops guidelines, use parameters, and resources to streamline event support for campus users.

Department Administration and Communication - 45% of time

Acts as the first point of contact for communications between the CCA community or external parties and the Operations Department. Ensures communications are received and routed to the appropriate source.

  • Monitors the Operations/Facilities primary phone line and primary email account; responds in a professional and timely fashion.

  • With the Director of Operations, drafts campus-wide announcements to inform the CCA community about scheduled work, campus closures, etc.

  • May act as dispatch for general facilities technicians.

  • Helps maintain the team calendar of “what’s happening.“

  • Performs administrative tasks such as ordering and purchasing supplies, digitizing and organizing documentation, completing asset inventories, etc.

  • Researches new service vendors and drafts request for proposals (RFPs) to get quotes for services.

  • Assists with the timely submission of expenses for Operations and Facilities; tracks purchased goods to ensure delivery and coordinate disbursement of received items as needed.

Additional Duties as Assigned - 10% of time

Needs can change frequently in operations. In order for the department to respond accordingly, additional duties including, but not limited to, light project management support, development of procedures and processes, and other responsibilities that support the educational mission of the college, may be assigned as needed.

Requirements
  • Possession of a baccalaureate degree from an accredited college or university, and/or demonstrated experience in facilities coordination, operations, project management, or similar work environment that demonstrates the ability to successfully perform the duties of the position as described.

  • Demonstrated ability to direct and coordinate resources to successfully complete events and projects, as well as work and communicate calmly and effectively under pressure and respond to changing priorities.

  • Experience working with multiple stakeholders on a range of shifting duties and responsibilities while maintaining a consistent, professional, and service-oriented demeanor.

  • Demonstrated success in establishing and maintaining positive and cooperative working relationships. Must value working in a creative, culturally diverse, and dynamic environment.

  • Familiar with/capacity to learn the relevant software tools, including but not limited to Google Workspace, Workday, and Zoom. Able to learn new technology and applications quickly.

  • Excellent written and verbal communication skills.

  • Ability to work a flexible schedule, including some nights and/or weekends.

How to Apply

To apply please visit https://apptrkr.com/3820758

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Posted on January 20