Facilities Administrator / Coordinator

Position Summary

Reporting to the Director of Facilities & Administrative Services at the Columbia School of Social Work, the Facilities Administrator/Coordinator is responsible for coordinating and scheduling facilities and resources for all events, conferences, and meetings in the building, on behalf of faculty, staff and departments within the School of Social Work, and other departments at the University. Utilizing EMS (Event Management System) software this role is the main gatekeeper of all rooms and resources at the School of Social Work.

This is a temporary three month position from November through January.

To apply send an email to: View email address on click.appcast.io

Responsibilities

 • Manage the room and resource schedule by assisting requestors with reservations and confirming bookings through the EMS Web App.

• Schedule rooms and facilities in EMS for non-CSSW Columbia affiliates as needed.

• Train faculty and staff on the use of the EMS Web App and assist with their login credentials.

• Provide guidance to faculty and staff on the best rooms and facilities for events, meetings, or conferences, including furniture set-ups, staging, etc.

• Prepare cost estimates for room reservations and facility usage via EMS.

• Coordinate with the AV department to include AV costs in event estimates.

• Send comprehensive reservation details with cost estimates to clients for confirmation.

• Obtain chartstring information from requesters and confirm with finance department for payment processing.

• Assist the Director with final invoicing for all reservations on a monthly basis.

• Administer the EMS system, including managing user accounts, contacts, and access permissions.

• Update and modify EMS resource templates and selection menus as necessary.

• Ensure room and service pricing in EMS is up to date.

• Create Service Requests in Maximo software program for Columbia Facilities to arrange furniture rentals and setups, custodial services, and security services.

• Provide on-site guidance to CU Facilities teams prior, during and after events.

• Assist faculty, staff, and clients during events, meetings, and conferences to ensure smooth operations.

• Work with the Director and team members to observe and report building-related issues.

• Direct vendors and Columbia Facilities workers to correct locations within the building.

• Print and provide event and meeting schedule to security guard for guidance.

• Other related duties as assigned.

Minimum Qualifications

BA or its equivalent.

Other Requirements 

• Experience with personal computer applications and willingness to continue to learn new applications.

• Strong interpersonal skills, good judgement and self-motivation essential.

Preferred Qualifications

• Experience with EMS Event Management System software is preferred.

• Personable demeanor and an ability to navigate competing requests from staff, faculty and other Columbia offices, for successful outcomes.

• Excellent organizational skills and detail oriented.