Facilities Coordinator

Facilities Coordinator - Upper Darby S DEnsure the school district facilities are adequately used by internal and external users. Provide expertise in space allocation and space optimization of district spaces. Oversee daycare, kindercare, and summer camp contractUnderstand and execute the District's Policy 707: Use of School Facilities and related administrative regulations to run the programAssist in hiring, training and retaining recreation custodians to cover after hour building usagePerform weekly payroll of staffCoordinate building coverage for after hour activities (evening and weekends) in a fiscally responsible mannerCoordinate meetings with youth serving user groups to coordinate events and share informationReview and recommend youth serving group certificationProvide customer services to all current and potential users, including but not limited to, creating user credentials, recovering passwords, helping identify suitable spaces, and explaining the school board policiesProvide cost estimates to facilities usersApproves and denies use of facilities requests by internal users, external users, and sanctioned school groupsManage billing and receipt of use of facilities fees. Ensure the fees are paid in a timely manner and deposit them to appropriate revenue codesInspect District facilities before and after use by approved groups to ensure site safety and cleaning standards are metGenerate various reports, including monthly Use of Facilities report for the School BoardEnsure the District's academic calendar is reflected in use of facilities calendar to avoid any scheduling conflictsRespond to emergencies and resolve issuesMake recommendations to the administration for potential policy changesMake recommendations on building improvements to make the use of facilities more user friendlyEnsure work orders of rental spaces are completed in a timely mannerCreate standard operating procedures for employees, internal and external usersPerform any other related duties as they relate to the Use of FacilitiesMonitors and provides supplers in work requests initiations, assignment, closeout and reporting work ordersMonitor all service requests submitted from schools and provide initial screeningProvide support to school based personnel, such as secretaries or custodians, to properly submit work ordersInput service requests, including preventive maintenance work orders, directly in the work order systemEnsure all work orders are coded correctly for reportingEnsure all work orders are addressed in a timely mannerEnsure wor requests are properly described in the work order management systemCommunicate with all current and prospective vendorsReceive and document vendor quotesEnsure all information, such as supplies cost, contract cost, or labor hours, are included in the work order before the work order can be reviewed and closed outInitiate and receive communication with internal and external stakeholdersGenerate various work order reports as-neededSupport schools and UDSD internal users to optimize use of facilitiesIdentify available spaces based on requirements from UDSD schools.Coordinate logistics of moving within the School DistrictCoordinate summer use of school spaces in order to avoid space conflictsPerform any other related duties as they relate to Space Allocation and OptimizationManage the service contract to offer Daycare, Kindercare, and Summer Camp services in the UDSD facilitiesEnsure the vendor performs the contract per the agreementReview performance of the program and the service providerProcess accounts payables and/or accounts receivablesLiaise between the service provider, schools, and parents to resolve any issuesPerform any other related duties as they relate to the Daycare, KinderCare and Summer Camp OperationsPerforms other duties as assigned.Performs in accordance with school policy, administrative regulations, state and federal laws.To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Education Level - Education Details - Req - PrefHigh School - XBachelors Degree - In Facilities Management, Engineering, or related field - XExperience - Experience Details - Req - Pref5-7 years - Prior experience in facilities operations - XAnalytical DemandsA high level of analytical demands involve gathering and interpreting complex data and finding solutions to unusual and difficult problems.Mental/Visual/StressWork which occasionally produces a high level of mental, visual and stress fatigue. Less than 20% of work time.Sensory AbilitiesVisual acuity and auditory acuity.Ability to communicate effectively in all aspects of the job.TemperamentMust possess excellent interpersonal skills.Ability to make judgments and work under high level of stress.Ability to work as a leader, coordinator and a member of a team.Must be courteous and able to effectively manage job responsibilities.Must be cooperative, congenial, service oriented, and promote these qualities.Ability to work in an environment with frequent interruptions.Ability to be respectful and empathetic.Cognitive AbilityAbility to communicate effectively, to organize tasks, to handle multiple tasks, and to exercise good judgment.Ability to follow written and verbal directions, to read and write, to communicate effectively, to organize tasks, to handle multiple tasks, and to exercise good judgment.Ability to establish and maintain productive working relationships with staff, business associates, and general community.Ability to work on multiple tasks and prioritize appropriately.Ability to exercise initiative and make independent decisions to reschedule work to meet deadlines or to effectively handle emergency work.Ability to recognize areas of concern relating to assigned areas of responsibility and propose or recommend appropriate solutions to problems.Ability to work some evenings and weekends, sometimes with little or no notice.Ability to recognize areas of concern relating to educational administration issues and propose or recommend appropriate solutions to problems.Ability to identify and isolate issues and develop rational solutions to problems.Ability to administer policy in a manner consistent with good judgment and sound rationale.Ability to recognize changes occurring in society and their relationships to education.Ability to generate genuine enthusiasm for positive and meaningful change.Ability to understand up-to-date management methods and the ability to apply them to administration and instructional services.Ability to maintain a high level of physical stamina, stability, and creativeness.Ability to articulate a valid philosophy of education that recognizes the need for appropriate programs to serve a wide range of student abilities, needs, and interests.Ability to deal with personnel considerations in a fair, firm, and equitable manner.Ability to supervise others using acceptable human relations skills.Ability to communicate in both oral and written form.Ability to foster and maintain positive relationships with the Board, students, parents, and staff.Ability to make appropriate decisions rapidly and with ease, using prudent judgment and common sense.Specific SkillsMust possess leadership skills.Must possess supervisory skills.Ability to operate various office equipment.Must possess active listening skills and conflict mediation skillsPlans and prioritizes assignments effectively. Able to handle several ongoing tasks and projects at once.Able to adjust to changes in the work environment.Reports to work on time, gives a full day's work and makes effective use of time while on the job.Maintains a good attitude toward administration, fellow employees and the public.Maintains productive working relationship with immediate supervisor.Demonstrates the ability to acquire the skill required to operate new and existing software and hardware.Ability to compose clear, concise sentences and paragraphs.Ability to provide direction to others.Ability to create and delegate assignments.Shows initiative and the ability to complete assigned tasks without supervision.