The Operations Projects Coordinator coordinates facilities projects, usage, and insurance claims for all campuses/sites of Coastal Alabama Community College. The Coordinator manages and processes all external facility requests for the College and handles insurance payments, reports, and claims. The Coordinator assists with facility reports to all state and federal entities. Assists in preparing facilities for construction, renovation, and special events and performs administrative backup duties for the President and Chief Financial Officer (CFO), to include project tracking of expenditures versus approved budgets. The Coordinator also assists with special initiatives or projects as they arise at the College.

Appropriate placement on the Alabama Community College System salary schedule C3-2.

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  Coordinates facility renovation and major construction projects including, but not limited to: project budget management (Architect fees, Construction contract costs, Change orders expenses, Additional costs, etc.); and Management of project documents by project (design and drawing, owner/architect agreements, bid process, construction contract, invoices, construction pay apps, change orders, vendor documentation, requisitions for payment, database maintenance, project management, project meetings, etc.).
• Coordinates the annual facilities inventory report with the Facilities Directors.
• Coordinates the annual facilities master plan report with the Facilities Directors.
• Processes and manages external facility usage and schedules events by campus. Answers questions regarding external usage. Receives application for approval/denial by the CFO. Prepares Memorandum of Agreements (MOUs) to include legal terms of usage, usage fees, security fees, cleaning fees, and audio/video or technology fees. Secures signed MOU to complete usage request and obtains certificate of liability insurance. Corresponds with campus directors, facility directors, technology services, and college police regarding scheduled event and coordinates security and technology needs.
• Coordinate emergency and disaster facilities repairs and tracking, such as FEMA grant application, damage reporting, and obtaining damage expenses.
• Keeps records current for all bid documents related to construction, facility, and maintenance services to ensure timely bidding on all required services.
• Manages Board of Adjustments claims under the direction of the President.
• Performs general clerical responsibilities for the President and CFO including, but not limited to: Calendar maintenance; Operating general office and computer equipment; Securing equipment repair as needed; Assisting with travel arrangements and conference requirements. Maintains shared master calendar for facility usage, facility bids and bid renewals, contract renewals, transportation, etc. Prepares purchase orders for construction projects and audits purchase orders/invoices for accuracy.
• Maintains and prepares various records for various types of state, federal, and other agency reporting requirements.
• Works with the Facilities Directors to ensure accurate and timely completion of construction projects.

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  Handles sensitive information in a confidential manner.
• Maintains a highly professional attitude and demeanor at all times.
• Provides responsible, appropriate, and satisfactory leadership on campus and within the College.
• Communicates positively and professionally in all aspects of the position.
• Attends all staff meetings, College meetings, and professional development activities.
• Becomes thoroughly familiar with all pertinent state and national policies and comply with said policies.
• Serves on and provide information to college committees as needed.
• Complies with ACCS and College policies, as well as state and federal laws.
• Ensures the positive promotion of the College and integration of all campuses within the College.
• Is prompt and punctual in reporting for work, meetings, and office hours.
• Performs other duties as assigned.

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  Bachelor’s degree in a related field from a regionally accredited institution.
• Three years of relevant work experience.
• Knowledge and experience with Federal Emergency Management Agency (FEMA) claim processes.
• Knowledge and experience with insurance claim processes.
• Knowledge and experience with Alabama Community College System (ACCS) project flow and requirements.
• Strong interpersonal and communication skills, both written and verbal.
• Must be able to multi task and meet deadlines.
• Experience in the use of current educational technologies in the workplace including word processing, spreadsheet, database, presentation software (e.g., Microsoft Word, PowerPoint, Excel, and Outlook).
• Ability to submit and maintain a budget.