Facilities Support Specialist

The Facilities Support Specialist provides comprehensive administrative and operational coordination for the Facilities Department by managing the department's administrative processes, purchasing support, inventory systems, key control, fleet coordination, facilities scheduling, and departmental records. This position serves as the primary coordinator for the department's business operations, ensuring efficient workflows, accurate documentation, responsive customer service, and compliance with College policies and procedures.The Facilities Support Specialist works collaboratively with Facilities leadership, campus departments, vendors, and contractors to support the safe, efficient, and effective operation of campus facilities.Major ResponsibilitiesAdministrative OperationsCoordinates the daily administrative operations of the Facilities Department by maintaining departmental records, coordinating communications, managing documentation, supporting Facilities work requests, coordinating vendor visits and deliveries, overseeing shipping and receiving activities, and ensuring administrative processes are completed accurately and efficiently.Purchasing & Financial CoordinationCoordinates departmental purchasing activities by processing purchase requisitions, standing orders, purchase card transactions, invoices, and change orders while maintaining accurate purchasing records and ensuring compliance with institutional purchasing policies and procedures. Serves as the primary administrative resource for purchasing communication between Facilities staff and vendors.Asset & Inventory ManagementMaintains departmental inventory systems and fixed asset records by coordinating inventory activities, supporting institutional audits, tracking grant-funded equipment, and ensuring inventory documentation remains accurate, complete, and compliant with College requirements.Key & Access Control AdministrationAdministers the department's key control records by maintaining key inventories, issuing and receiving campus keys, maintaining electronic access device assignments, documenting custody records, and supporting campus physical security through accurate access management.Fleet CoordinationCoordinates departmental vehicle operations by scheduling vehicle usage, maintaining maintenance and fuel records, coordinating service appointments, processing vehicle registration and licensing documentation, and preparing utilization reports.Space Scheduling & Event CoordinationCoordinates reservations for common and outdoor campus spaces utilizing College scheduling systems, collaborates with campus departments regarding scheduling requests, and coordinates Facilities support requirements for campus events.Customer Service & Department SupportProvides professional customer service to faculty, staff, students, vendors, and contractors by responding to inquiries, assisting with departmental projects, supporting operational initiatives, and performing other duties as assigned.Minimum QualificationsHigh school diploma or GED required.Associate degree in Business Administration, Office Administration, Facilities Management, or a related field preferred.Minimum of three (3) years of progressively responsible administrative, office coordination, purchasing, facilities support, or operations experience.Demonstrated experience utilizing computerized administrative systems.Preferred QualificationsExperience working within higher education or a large, multi-department organization.Experience with purchasing, inventory control, fleet coordination, or facilities operations.Experience using enterprise resource planning (ERP) systems.Experience coordinating multiple projects simultaneously.Knowledge, Skills, and AbilitiesDemonstrated organizational and project coordination skills.Strong written and verbal communication skills.Ability to manage multiple priorities while meeting established deadlines.Strong attention to detail and accuracy.Excellent customer service and interpersonal skills.Ability to establish and maintain effective working relationships across multiple departments.Ability to interpret and apply College policies and procedures.Ability to exercise sound judgment when coordinating departmental operations.Ability to maintain confidential information.Proficiency in Microsoft Office Suite.Ability to learn and effectively utilize institutional software systems including Workday, Banner, Ivy Market, 25Live, and Facilities management software.Physical DemandsFrequent sitting, standing, and walking. Frequent use of computers and standard office equipment. Occasional lifting of materials weighing up to 25 pounds. Occasional travel throughout campus locations.Hourly Pay Rate: $18.00 to $20.00 per hour based on experienceIvy Tech is committed to supporting the well-being, growth, and financial security of our full-time faculty and staff. Our comprehensive benefits package includes:Health & WellnessMultiple medical plan options paired with a Health Savings Account with a generous employer contributionDental plan with no-cost preventive services and coverage for orthodontiaVision plan with low-cost exams and allowances for glasses or contact lensesEmployee Assistance Program offering no-cost confidential counseling sessions, legal consultations, financial planning consultations, and other resourcesWellness program with opportunities to earn $250 in Wellness RewardsFlexible Spending Accounts for healthcare (limited purpose) and dependent careRetirement & Financial Security10% employer retirement contribution, fully vested after two yearsBasic life insurance equal to annual salary paid by the College, with optional supplemental coverageShort-term and long-term disability benefitsEducational BenefitsFee remission for employees, spouses, and dependent childrenTuition assistance for undergraduate, graduate, and doctoral programsPaid professional development opportunitiesWork‑Life BalanceGenerous paid time off, including vacation, sick leave, holidays, and winter recessFlexible work arrangements where availablePaid childbirth recovery leave (8 weeks)Paid parental leave (4 weeks)Additional PerksEligibility for Public Service Loan ForgivenessAdditional discounts on gym memberships, transportation, and various retail servicesIvy Tech is proud to offer benefits that support your health, your family, and your future—because when our employees thrive, our students and communities thrive too. For more information on Ivy Tech Benefits, visit Employees who re-hire with the College within 180 days of leaving a full-time position with the College may be eligible for additional benefits depending on their bridged seniority date.Ivy Tech Community College is an accredited, equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, national origin, marital status, religion, sex, gender, sexual orientation, gender identity, disability, age or veteran status. As required by Title IX of the Education Amendments of 1972, Ivy Tech Community College does not discriminate on the basis of sex, including sexual harassment in its educational programs and activities, including employment and admissions. Questions specific to Title IX may be referred to the College’s Title IX Coordinator or to the US Department of Education Office of Civil Rights. #J-18808-Ljbffr