TEMP Office Coordinator
Job Description
Compensation:
$20.82
Compensation Type:
Hourly
Employment Type:
Casual
Scheduled Weekly Hours:
40
Grade:
Department:
Administrative Operations
Position Summary
Provides managerial, administrative, budgetary, financial, clerical, and report analysis support for assigned college Facilities and Operations Department. Must be committed to serving a diverse college community. Actively participates in and contributes to continuous quality improvement. This is a TEMPORARY position, therefore continuous employment is contingent upon project completion time, funding, and/or need.Duties & Responsibilities
- Prepare, process and track financial, personnel, and program and/or departmental documents and transactions.
- Assist with financial management of the Facilities and Operations (F&O) Department including forecasting and controls, accounting, and general business functions.
- Prepare purchase documents, requisitions, and purchase orders for procurement of different items.
- Pay invoices, bill and payment management and reporting.
- Coordinate business card and name tag requests - through Marketing Public Relations Office.
- Coordinate and maintain all F&O staffing requirements with HR.
- Support Director of Facilities & Operations – appointments, calendar, presentations etc.
- Assist with policy revisions.
- Manage and organize all department communications including radios.
- Maintain and coordinate office systems’ repairs and daily function.
- Prepare and maintain a variety of correspondence, documents, reports & spreadsheets.
- Utilize the college’s database, Banner, Workday and/or program specific database for assigned tasks.
- Participate in the planning and coordination of program/departmental events and activities.
- Maintain program/department filing system, electronic and paper.
- Provide assistance to students, staff, and faculty.
- Answer telephone and greet visitors; provide information and assistance; take messages and refer to appropriate personnel.
- Make travel arrangements for department personnel.
- Maintain office supply inventory; reorder as needed.
- Prepare work orders for maintenance and repair needs.
- Perform related duties as assigned for up to 70 people.
- Manage office daily business activities and support for up to 70 staff.
- Organize and maintain F&O administration HR requirements for staffing.
- Prepare and administer Operations, Maintenance, Grounds, and Custodial contracts and agreements.
- Prepare, administer, track Operations, Maintenance, Grounds, and Custodial budgets and reports.
- Analyze and report utility and operation’s monthly billing.
- Assist with preparation of SFCC Capital Outlay information and documentation for annual Legislation and monthly HED processes.
- Perform additional duties as assigned.
Knowledge, Skills and Abilities
- Ability to multitask and prioritize in a busy high paced work area.
- Knowledge of modern office practices and procedures.
- Knowledge of college policies and procedures.
- Knowledge of computers and job-related software programs.
- Knowledge of the use, maintenance and repair of a variety of office equipment.
- Knowledge of planning and scheduling techniques.
- Knowledge of word processing, spreadsheet, database and calendar software.
- Knowledge of invoice payment systems.
- Knowledge of procurement and purchasing practices.
- Knowledge of HR hiring practices.
- Skill in decision making and problem solving.
- Skill in the maintenance of files and records.
- Skill in the researching, compiling and preparing reports.
- Skill in oral and written communication.
- Skill in interpersonal relations.
- Ability to efficiently complete tasks with thoroughness and accuracy.
- Ability to provide quality customer service.
- Ability to prioritize a variety of tasks.
- Ability to organize resources and establish priorities.
- Ability to work independently and as a team member.
- Ability to maintain confidentiality, including the ability to recognize situations in which confidentiality is required.
Work Hours:
- 8 am to 5 pm Monday – Friday. Weekend and evening work may be required occasionally.
Physical Demands:
- The work is typically performed while sitting at a desk or table or while intermittently sitting, standing, walking, bending, crouching or stooping.
- Employee occasionally lifts light objects.
- The work is typically performed in an office.
- Occasional evening and weekend work required.
Instructions to Applicants:
Please add the following documents to your application in the "Resume Drop Box" section of your application:
- Resume
- Cover Letter
- Unofficial Transcripts (Official transcripts will be required upon hire.)
Best Consideration Date: [2/11/2025]
Minimum Qualifications:
Minimum Qualifications:
- High school diploma/equivalent
- Six (6) years of management or administrative/clerical experience.
OR
- Associates degree.
- Three (3) years of management or administrative/clerical experience.
OR
- Bachelor's degree.
- One (1) year of management or administrative/clerical experience.
- Additional experience may substitute for education on a year for year basis.
Preferred Qualifications:
- Experience working with a relational database, i.e. Banner, Workday.
- Bilingual (English/Spanish)
- Experience with Brightly/SchoolDude Work Order System
Additional Comments to Applicants:
Applications are disqualified in the first level of review if they do not meet all Minimum Qualifications listed in this job posting. (Years of experience are calculated based upon numbers of hours worked per week. Example: 2 years of experience working 20 hours per week equals 1 year of experience.) Relevant experience pertains to Minimum Qualifications, Job Summary/Basic Function, and Preferred Qualifications/Knowledge, Skills and Abilities described in this job posting. ASSUMPTIONS ARE NOT MADE at any level of SFCC’s Hiring Process if information presented in the application material does not clearly address the Minimum Qualifications, Job Summary/Basic Function, and Preferred Qualifications/Knowledge, Skills and Abilities. Number of pages of application material will not negatively/positively affect your application, however, LACK OF DETAIL may.
Diversity Statement:
As Santa Fe Community College (SFCC) neighbors ancient Pueblo lands, and is a Sanctuary campus in a Sanctuary city, SFCC is committed to attracting and retaining highly qualified and richly diverse faculty and staff. Our students need a community to teach and support them and that represents their diversity. SFCC strives to make our campus a place of safety, inclusion and equity where all individuals from all diverse backgrounds feel welcomed, nurtured and valued. At the heart of SFCC’s mission – Empower Students, Strengthen Community. Empoderar a los Estudiantes, Fortalecer a la Comunidad – is a commitment and promise that higher education and opportunity should be open to everyone in our community and to fostering a climate where students can be who they want to be. A place where all within our community belong. A place where you are seen, a place where you are valued, a place where you are respected, a place where you are appreciated. Come join our community!
EEO Statement:
As an EEO employer, Santa Fe Community College will not discriminate in our employment practices based on an applicant’s race, ethnicity, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, serious medical condition or status as a protected veteran or spousal affiliation. Santa Fe Community College hires only U.S. citizens and individuals lawfully authorized to work in the U.S.
ADA Statement:
The SFCC is an EOE and Affirmative Action Employer. In compliance with the Americans with Disabilities Acts (ADA and ADAAA), SFCC will provide, if requested, reasonable accommodation to applicants in need of access to the application, interviewing and selection processes.
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