Department Coordinator, Facilities

Reporting to the Director of Facilities, the Department Coordinator will provide essential support for the daily activities of the Facilities department management. Perform diversified administrative, project management and analytical duties to support the Director of Facilities, Assistant Director of Facilities, and Building and Grounds Manager. Serve as primary internal and external contact for the department and provide essential general administrative support. Essential Functions: • Organize and manage all office functions: answer telephones/emails and contact Facilities staff as needed; maintain employee attendance files, keeping files and file system up-to-date and organized; prepare reports and compose letters and announcements. • Act as liaison between department supervisors and Museum staff; provide communication throughout the institution for maintenance and emergency situations. Work independently as sole occupant of the office; understand priorities and take appropriate action. • Work closely with the Facilities Director, Assistant Director and Building and Grounds Manager on the oversight and tracking of the annual budget, including transfers, requests for payments, reconciliation and record keeping; coordinate department’s financial information for budget. • Implement, administer, and monitor new programs in the Facilities department. • Handle sensitive issues and confidential matters including personnel records, budget information, and insurance claims. Qualifications/Requirements: • Bachelor’s degree • 3 to 5 years of related experience • Detail-oriented, organized, and poised with strong oral and written communication skills • Must be able to work in a fast-paced environment without compromising high standards • Independent and self-directed, with the ability to execute projects from start to finish with strong follow-through skills • Able to work on individual projects while also contributing to team projects • Must possess a collegial and collaborative style with proven ability to work effectively with internal and external contacts • Strong computer skills, including Microsoft Office programs • Strong quantitative skills to manage department budget • Must be able to handle confidential information with care and discretion

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