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Facilities & Maintenance Coordinator, Intermediate

Company: Northern Arizona University
Location: Flagstaff
Posted on: June 11, 2021

Job Description:

Job Title: Facilities & Maintenance Coordinator, Intermediate Location: Facility Srv: Planning&Constr Regular/Temporary: Regular Full/Part Time: Full-Time Job ID: 605400 Workplace Culture NAU is a community devoted to student success and sustained by an unshakable commitment to our shared mission, vision, and values. Wefaculty, staff, and administratorsthrive by combining our efforts and working side by side to further NAUs culture of excellence. [](Special Information The mission of Facility Services is to create, maintain and enhance our campus through continuous improvement and sustainable practices. Our vision is to be a progressive, customer-focused organization that is recognized as a leader in providing exceptional service and responsible stewardship of university resources. This position works in a fast paced environment, and requires exceptional customer service skills. The person selected for this position must be a consistent and reliable self-starter, have a strong work ethic, a true teamwork mentality, be adaptable, a quick learner, and have excellent problem solving skills. Immigration Suppt/Sponsorship NAU will not provide any U.S. immigration support or sponsorship for this position. Job Description Under the supervision of the Director, Facilities & Maintenance, this position works with project managers on all administrative aspects of project management for construction and renovation projects. This position assists with planning, coordination and oversight of these projects by preparing written documents as needed, tracking document life-cycle, facilitating documents processing, archiving project-related documents and assists with the overall administrative management of up to 150 different capital and non-capital improvement projects for the University. Primary job functions: Assists with project setup (online project folder, prepare project specific forms, project directory). Administrator of the Universitys project management software (PM Web) Manages user security, roles, workflow processes, and general administrative management of the system Creates and edits reports on behalf of the PMS and entire PDC department, utilizes Power BI, the standard power BI software, and utilizes SQL to create and update exisiting reports Daily enters all pertinent project-related data (project description, project directory, key dates, project status, action items, etc). Assists with administrative tasks such as: schedule meetings on behalf of project managers, provide appropriate logistic for those meetings, make copies, print reports, scan documents, and open/process incoming mail. Performs appropriate filing of all project-related documents per States requirements, using the Universitys digital filing system (Hyland OnBase) Logs and tracks approval status on all vendors Payment Applications, and submits to Service Delivery Team for payment. Prepares, logs, and tracks Capital Project Authorizations for funding of capital projects. Assists in multiple review processes including: Payment Application: reviews back-up documentations provided by DP and Contractors to ensure proper math calculation and proper invoices/receipts, etc. are provided as back-up. Closeout process: serves as the project closeout administrator to ensure adherence to the contract and to the required State of Arizona and University requirements. Includes communication and coordination with project managers, contractors, and designers to secure all needed information. Warranty process: inputs warranty information into Universitys database at projects completion and schedules warranty walk-thru with NAU Project Manager, Contractors and Design Professionals. Plans review process: logs and tracks approval status of plan review applications, distributes plan review sets to all plan reviewers and follow up with them to ensure comments are provided as applicable and are incorporated in an overall document. Permit process: logs and tracks approval status of permit applications received from Contractors, as well as status of Temporary and Final Certificates of Occupancy. Acts as a liaison between Planning, Design and Construction work unit and NAU Building Official, NAU Fire Marshal, Facility Services Operations & Maintenance staff, as well as, outside consultants and contractors to ensure proper coordination of required project processes. Project Inspection process: assists Project Managers in managing the construction inspection process. Ensures inspection findings are managed. Works with Project Managers and Supervisors to apply project management policies and processes. Coordinates and manages heavy workload to meet deadlines and to ensure University is in compliance with University policies, Arizona Board of Regents policies and State Statutes. Participates as an effective team member by contributing ideas, improving processes, demonstrating professionalism, and building positive, long-term working relationships. Secondary job functions: Schedules trainings and lunch and learns with business partners for PD&C. Manages vehicle inventory, ensuring lease mileages are up to date for PD&C. Assists with consultants and contractors selection process: Advertisements, Requests for Qualifications, consultant interviews and selection, Bid Packages, pre-bid meetings, bids openings and pre-construction meetings. Actively participates in continuous Process Improvement to facilitate a higher quality of service to the University Planning, Design & Constructions customers by identifying efficiencies in the flow of required State of Arizona and University documentation and records during the established processes and protocols. Acts as a backup to the Contract Administrator by performing proposal reviews and drafting contractual documents on a limited, as needed basis. Assists with purchase order requests. Assists with construction contracts as needed. Assists with management of listserv, Task Order, and ARQ submissions. Acts as an ambassador of department and the University by promoting a positive image through courtesy, professionalism and diplomacy. Builds positive, long-term working relationships through respect, cooperation, trust, and appropriate communications. Participates as an effective team member by contributing ideas, encouraging others and supporting team decisions. Develops and improves processes, resources, standards, along with professional and personal skills. Acts as a valued resource, leads in areas of expertise, and shares lessons-learned. Performs additional duties and responsibilities as assigned. Minimum Qualifications Four years of directly related administrative experience; AND A High School Degree; OR Any equivalent combination of experience, training and/or education. Preferred Qualifications Bachelor's degree in Business, or field pertinent to work unit. Knowledge of construction processes, scheduling and tracking of various items: construction reviews, materials, invoices, specifications and other assorted construction and capital project related documentation. Knowledge of the State of Arizonas professional services procurement procedures, general contractor procurement procedures and project management control processes. Experience with CMAR (Construction Management At Risk) and JOC (Job Order Contracting) project delivery methodology. Knowledge of requirements for acquiring professional design services and construction services in accordance with Arizona Revised Statutes and Arizona Board of Regents policy. Skill with SQL and Report-writing Knowledge, Skills, & Abilities Knowledge Successful in managing multiple tasks simultaneously with minimal direction. Provides honest, clear, and timely feedback. Demonstrates good listening and reasoning skills. Knowledge of Arizona Board of Regents design and construction policies. Skills Skill in strong written and verbal communication (project logs, memorandums, project documentation, etc). Skill in mathematical calculations. Skill in recording and compiling materials for reports and documentation. Demonstrated strong computer skills as a tool for problem solving, record keeping, and performance of administrative tasks. Specifically denote experience with Word, Excel, and Outlook. Skill in establishing and maintaining effective working relationships. Abilities Ability to effectively communicate and interact with fellow employees, user groups, contractors, architects, engineers, outside construction management employees and all individuals from a variety of diverse cultural backgrounds. Ability to utilize insight, good judgment, good interpersonal and management skills Ability to facilitate and seek fair, consensual resolution to project challenges, issues and conflicts. Ability to consistently manage stress in a positive manner. Ability to be flexible and adapt to change in a position manner. Ability to problem solve and make decisions. Background Information Northern Arizona University requires satisfactory results for the following: a criminal background investigation, an employment history verification and a degree verification (in some cases) prior to employment. You may also be required to complete a fingerprint background check. Additionally, as an employer in the state of Arizona, NAU is required to participate in the federal E-Verify program that assists employers with verifying new employees' right to work in the United States. Finally, each year Northern Arizona University releases an [Annual Security Report](The report is a result of a federal law known as the Clery Act. The report includes Clery reportable crime statistics for the three most recent completed calendar years and discloses procedures, practices and programs NAU uses to keep students and employees safe including how to report crimes or other emergencies occurring on campus. In addition, the [Fire Safety Report](is combined with the Annual Security Report for the NAU Flagstaff Mountain Campus and NAU-Fort Defiance as these campuses have on-campus student housing. This report discloses fire safety policies and procedures related to on-campus student housing and statistics for fires that occurred in those facilities. If you would like a free paper copy of the report, please contact the NAUPD Records Department at (928) 523-8884 or by visiting the department at 525 E. Pine Knoll Drive in Flagstaff. Salary Commensurate with experience. The starting salary will be determined by the qualifications of the selected applicant balanced with departmental budget availability, internal salary equity considerations, and available market information. FLSA Status This position is exempt from the overtime provisions of the Fair Labor Standards Act (FLSA) and therefore will not earn overtime or compensatory time for additional time worked. Benefits This is a Classified Staff (CLS) position. NAU offers an excellent benefit package including generous health, dental and vision insurance; participation in the Arizona State Retirement System; paid vacation and 10 holidays per year; and tuition reduction for employees and qualified dependents. More information on benefits at NAU is available on the [Human Resources benefits website](Classified Staff employees are in a probationary status for their first six months at NAU. NAU is a tobacco and smoke-free campus. Employees offered a position will be eligible for state health plans (including NAU's BCBS Plan). New employees are[ eligible for benefits](on the first day of the pay period following their enrollment, after their employment date. Employees will have 31 days from their start date to enroll in benefits. Additionally, new employees will begin participating in the Arizona State Retirement System, and the long-term disability coverage that accompanies it, on the first of the pay period following 6 months after the new employee's start date. Learning and Development Your career at Northern Arizona University includes the opportunity for professional development. [New employee on-boarding training](includes courses to be completed within the first 30 days. If your position includes the supervision of a benefit-eligible employee, we offer the NAU Supervisors Academy for you to complete within your first 2 years. Application Deadline June 17, 2021 at 11:59 p.m. How to Apply To apply for this position, please click on the "Apply" button on this page. You must submit your application by clicking on the "Submit" button by midnight of the application deadline. If you need assistance completing your application there are instructions available on the [Human Resources website ](in person in the Human Resources Department located in Building 91 on the NAU Campus - on the corner of Beaver and DuPont Streets. If you are an individual with a disability and need reasonable accommodation to participate in the hiring process please contact the Office of Equity and Access at: 928-523-3312/TDD - 928-523-1006 or PO Box 4083, Flagstaff AZ 86011. Equal Employment Opportunity Northern Arizona University is a committed Equal Opportunity/Affirmative Action Institution. Women, minorities, veterans and individuals with disabilities are encouraged to apply. NAU is responsive to the needs of dual career couples. [EEO is the Law Poster and Supplements](NAU is an Employer of National Service. AmeriCorps, Peace Corps, and other National Service alumni are encouraged to apply.

Keywords: Northern Arizona University, Flagstaff , Facilities & Maintenance Coordinator, Intermediate, Other , Flagstaff, Arizona

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