H.E.C. Coordinator

H.E.C. Coordinator

The Health Education Center Coordinator manages all functional activities including customer service and facilities scheduling for the Health Education Center. Acts as point of contact for all issues related to operation of HEC. Provide timely updates to Assistant Director of Facilities on the day-to-day operations of the HEC. This person is responsible for planning, organizing and coordination of classroom space for external and internal clients. Act in detail with all groups to establish their needs. Generate reports for account payable that is specific to the department, if applicable.

HEC Coordinator is required to work closely with the University, Alta Bates Medical Center and External Clients to establish their class and meeting needs by answering questions about organization, availability, and giving tours of the facility as required. HEC Coordinator assists clients by assigning appropriate space, supplies, security and coordinates other services as needed. Additional services include working with the Media Services Department to ensure required equipment will be available for the desired dates and times. Coordinates services provided by EVS housekeeping and Catering Services to ensure building and rooms are arranged, set-up and cleaned in a timely manner and fashion for scheduled events. HEC Coordinator is required to perform daily safety/maintenance rounds of the HEC building which include cleanliness of classrooms; restrooms and insuring sufficient supplies are stocked for the next shift.

HEC Coordinator works cooperatively in a professional manner with all (internal and external) constituents, processing routine correspondence, and filing, printing reports, daily events signs and posting, ordering of office and building supplies. HEC Coordinator is responsible for retrieving payments prior to events and processing invoices in a timely fashion, if applicable. Weekly reports of received payments are created through the EMS system then routed to the accounts payable department. Responsible for generating collection notices for delinquent accounts when necessary. HEC Coordinator provides training to scheduling assistants on EMS and daily activities. HEC Coordinator will submit Engineering Work Orders request to ABMSC/Sutter and follow up on work order status and provide update. Reports and recommends project and/or upgrades.

HEC Coordinator creates a monthly work schedule for HEC staff, EVS housekeeping and student coverage; as well as responsible for creating a monthly schedule for the Security department showing times the HEC building is to be unlocked and locked daily. Assign work assignment to EVS staff as needed. The HEC Coordinator will assist and backup with badging and access duties. This will include creating badges for student, staff, faculty, and guests. Assist with key assignment, and collection of keys upon return.

Skills: Proficient with word processing applications in a Windows environment highly desired, preferably Microsoft Office 98, Work 2000, EventPro, Outlook. Ability to perform basic mathematical calculation, an aptitude for numbers. Excellent concentration attention to detail. Ability to work independently, troubleshoot, make good decisions. Must be able to perform all duties in a timely manner. Basically deskwork, but daily activities including walking tours of the facility, plus walking throughout the entire campus to post signs, interact with finance department, to mail rooms and other related areas. Physical ability to lift, bend, push, pull, kneel, stand, walk. Must be able to express or exchange ideas by means of effective verbal communications. Ability to receive detailed information through verbal communication. Light lifting up to 40 pounds. Excellent communicator. Must be customer-friendly. Problem solving ability a must. Must be computer literate, and able to grasp scheduling and badging software.

Education: High School diploma or general education degree (GED) some college preferred. Two years related experience working in high traffic, people-oriented environment.

Required Skills: Excellent communication skills, Microsoft Office, meeting coordinating, problem solving, scheduling.

Additional Skills: Data reporting, filing, clerical, customer service, scheduling software, ordering, correspondence, people oriented, operations.