Operations Coordinator

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Position Details

Position Information

Position Title Operations Coordinator

Classification Title Classified

Position Number B1003PD

Grade Level 19, steps 1-3

Starting Wage/Salary $24.17-25.15/hr plus exceptional benefits

Close Date 11/24/2024

Position Type/Employee Class Classified

Faculty Status Not applicable

FTE 1.0

Contract Months 12

Overtime Eligible Non-Exempt

Location Bend

Hybrid Remote Work Eligible? No

Exceptional COCC Benefits Summary

CLICK HERE TO VIEW BENEFITS & PERKS

Primary Purpose

The primary purpose of this position is to elevate and promote customer service from Campus Services to all college constituents. The Operations Coordinator will develop and provide services across a wide variety of customer-facing areas that support project coordination, training, planning, events, instruction, student life, and administration. The position is responsible to ensure campus services operations are meeting the customer, operational, and functional needs of the college.

Essential Duties and Responsibilities

Coordination, Training, and Customer Service

• Serve as the second point of contact for Campus Services administrative support functions, providing in- person and phone customer service, key distribution, and related customer support.

• Under direction from the Director of Campus Services, coordinate assigned maintenance and other Campus Services projects, typically those with shorter duration and smaller budgets.

• With direction from Director of Campus Services, develop and provide Campus Services trainings and information as needed to meet OSHA and OR- OSHA requirements.

• Working in partnership with COCC’s Services for Students with Disabilities office, coordinate shuttle schedules and operate ADA Shuttle as needed. Coordinate ADA physical space accommodations to include ADA furniture installations for students with disabilities. Serve as the lead person to provide accommodations for community members participating in College events.

Administrative Functions

• Serve as the College’s lead staff person to identify replacement and new furniture needs, working with vendors to determine the best option for the end user that aligns with institution budget.

• Maintain furniture inventory. Under direction of the vice presidents, coordinate COCC’s furniture fund process and budget.

• With direction from institutional leadership, coordinate all office moves including overseeing the office move work flow system.

• Following state regulations and the College’s surplus property workflow, work with departments College-wide to surplus property to include any tangible item approved by leadership for surplus. Coordinate the sale, donation, or scrap/salvage of surplused goods with a focus on the College’s strategic goal of sustainability. Handle funds derived from surplused goods and deposit in the appropriate College accounts.

• Serve as one of the College’s staff assigned to test for asbestos in College facilities (training provided).

• In partnership with Marketing and Public Relations and the end users, coordinate design, budget and installation of interior and exterior signage for all four campuses, campus events as requested, and vehicle decals/signage ensuring that it aligns with appropriate regulations.

• Manage the College’s scheduling software, ensuring accurate and up-to-date data for reserving rooms/spaces. Work with departments to schedule, change, and manage internal Schedule internal events, meetings, conferences, ad hoc reservations, and noncredit coursework.

• Coordinate College fleet operations to include scheduling maintenance with vendors, shuttling vehicles as needed between locations, finding vendors, and in person coordination of seasonal tire changeovers.

• Coordinate the College’s rental fleet program. Schedule vehicle reservation requests using the College’s scheduling software. Track daily rental vehicle costs and use ensuring the correct funding sources are allocated by department. As appropriate prepare and clean rental vehicles between uses. Provide training to end users as requested on rental vehicle operations.

• Contract management to include the Colleges vending machine contract. Ensure vendors are complying with contract specifications, be a liaison between end users and the vendor to resolve issues. Track and make timely deposits of revenue in appropriate funds.

Marginal Job Functions

• Provide on-call support for snow emergencies (e.g, shoveling, operating a snow blower) or other physical infrastructure emergencies.

• Participate in college task forces and committees.

  Department Specific

  Knowledge, Skills, and Abilities

Individuals must possess these knowledge, skills and abilities or be able to explain and demonstrate that the individual can perform the duties and responsibilities of the job, with or without reasonable accommodation, using some other combination of skills and abilities. The individual is expected to follow College work rules and policies.

• Ability to develop processes and systems to provide strong level of customer service and support to key constituent groups.

• Ability to work with high level of accuracy and attention to detail.

• Ability to manage smaller-level, shorter duration projects, typically maintenance related; includes setting schedules, identifying the most suitable vendors and/or assigning to College employees, project oversight, and project closeout.

• Ability to effectively work and communicate with faculty, staff and vendors regarding position responsibilities.

• Strong skills working in a team environment.

• Familiarity with environmentally-sustainable practices as related to position responsibilities.

• Ability to review and interpret applicable local, state and federal laws as needed to perform position responsibilities (e.g., local sign ordinances, state and federal OSHA regulations, federal ADA regulations).

• Ability to work cooperatively with and contribute to a diverse workplace through ideas or experience

• Ability to provide on-call support for snow events (e.g., shoveling, operating a snow blower) and other physical infrastructure emergencies.

• Ability to operate a computer, including proficiency of internet access, MS Outlook, Word, Excel and specialty software tools to support positions responsibilities, data gathering, and reporting.

  Ergonomic Requirements

Regular office hours are established between 8 am – 5 pm during the workweek. A flexible work schedule, including nights and weekends, may be necessary due to the nature of the responsibilities. All individuals are required to be able to perform essential functions without a significant risk of injury or to otherwise demonstrate or explain how they can perform the essential functions listed above.

Minimum Requirements

Education

• Associate’s degree.

Experience

• Two years’ experience in any combination of the following: Facilities management, project coordination/planning, or customer service process improvement.

• One-year experience in administrative functions for an organization, including budget tracking, end user support and vendor relationships.

Certification

• ADA Transport CTAA PASS certification, or willingness to obtain within six months of hire.

  Equivalency Statement

The College recognizes the value of skills and knowledge gained outside of formal higher education and paid employment. Applicants who do not meet minimum qualifications but present other qualifications or experience equivalent to those required will be considered and are encouraged to apply. To qualify under equivalency, applicants must indicate how they qualify by responding to the supplemental question presented during the application process.

Preferred Qualifications

• Bachelor’s degree with relevant coursework in program management, business, facilities management, or related fields.

• Experience in a higher education or a public agency.

• Three or more years’ experience in any combination of the following: Facilities management, project coordination/planning, or customer service process improvement.

  EEO Statement

The goal of Central Oregon Community College is to provide an atmosphere that encourages our faculty, staff and students to realize their full potential. In support of this goal, it is the policy of Central Oregon Community College that there will be no discrimination or harassment on the basis of age, disability, sex, marital status, national origin, ethnicity, color, race, religion, sexual orientation, gender identity, genetic information, citizenship status, veteran or military status, pregnancy or any other classes protected under federal and state statutes in any education program, activities or employment. Persons with questions about this statement should contact Human Resources at 541.383.7216 or the Vice President for Student Affairs at 541.383.7211.

This policy covers nondiscrimination in both employment and access to educational opportunities. When brought to the attention of the appropriate parties, any such actions will be promptly and equitably responded to according to the process outlined in general procedures sections N-1, N-2, or N-3.

In support of COCC’s EEO statement, bilingual fluency in English and Spanish is considered a plus, along with experience working in a diverse multicultural setting.