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GENERAL PURPOSE:

The RCL Project Management and Physical Spaces Coordinator provides high-level support for a wide variety of complex administrative duties in support of the RCL Director, Building & Technology Services. The Coordinator works independently to perform duties that require substantial initiative, tact, flexibility, confidentiality, and judgment as well as the capacity to be flexible and multi-task in a busy environment. The incumbent is responsible for workflow and projects in support of the successful administration of the RCL Building and Technology Services office. The office serves the needs of Rush Rhees Library, Carlson Science & Engineering Library, Physics, Optics & Astronomy Library (POA), and the offsite Library Annex.

The incumbent will frequently interact with both internal and external visitors, staff, vendors and other University departments and must possess excellent communication skills

JOB DUTIES AND RESPONSIBILITIES:

Building Upkeep and Maintenance

• Responsible for workflow and project support for building upkeep and maintenance, including evaluating building-related issues and requests.

• Submits and tracks work orders and service requests through the Facilities online work order system.

• Maintains and updates manual and electronic records for facilities work to ensure timely completion of projects and repair requests.

• Responsible for locker and carrel assignments, maintenance, and cleaning.

• May require supervision of student employee and/or assistant staff member

Procurement and General Office

• Supports the Director of Building and Technology Services by carrying out administrative duties that are both complex and routine.

• Facilitates procurement of staff furniture requests.

• Works with vendors regarding repair and delivery of furniture and resolves any issues that arise.

• Provides status updates to all parties involved in a project.

• Maintains organization of departmental documentation including hard copy files and e-files.

• Assembles and distributes all libraries’ building hours schedules to various stakeholders and systems (website, occupancy, etc).

Room Reservations

• Acts as primary administrator for the library’s room information setup and reservation requests in Event Management System (EMS).

• Reviews/approves internal and external room reservation requests.

• Assures internal and external users adhere to standard operating procedures for conference and meeting rooms.

• Coordinates with external service providers (Facilties Furniture & Properties, Event & Classroom Management) and communicates proper setup and reset of reserved library spaces.

• Issues room reservation invoices and tracks payments.

Building Access & Security

• Manages all aspects of building access, including key dissemination and collection, and ID card reader access permissions.

• Maintains master key collection.

• Submits requests for new or changed key designation work orders through Facilities.

• Provides swipe access through the Lenel Area Access Manager system.

• Maintains & updates accounts for building security alarm panels.

• Participates on Libraries’ emergency response team.

• Coordinates with Public Safety regarding incident reports, recruit training, building closing procedures, etc.

Inventory & Maintenance

• Assists in asset management procedures, including the annual UR Space system review.

• Updates library asset records in UR Space.

• Maintains inventory for all items in storage areas.

• Creates and maintains an annual disposal schedule of all items in storage areas.

• Maintains current count of available student seating.

Other Duties as Assigned

QUALIFICATIONS:

• Associate’s degree in related discipline or equivalent combination of education and experience required.

• Minimum 3 years of progressively responsible experience in administrative support required.

• Proficiency with Microsoft Outlook, Word, Excel and PowerPoint required.

• Proficiency with Microsoft Access or comparable database tool preferred.

• Office procedures, database entry principles, customer service and public relations principles, inventory and supply maintenance principles, and event planning experience required.

• Excellent written and verbal communication with exceptional attention to detail. Ability to describe maintenance issues or specifications to facilities staff, external vendors and/or contractors required.

• Excellent organizational skills. Ability to multi-task with attention to detail and the ability to work independently required.

• Ability to interact effectively with University departments, staff, vendors and the general public is needed required.

• Demonstrated ability to work collaboratively with and engage stakeholders required.

• Demonstrated commitment to diversity, equity and inclusion required.

• Must occasionally be able to move up to 50lbs required.

The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University’s mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.

How To Apply

PLEASE UPLOAD RESUME/C.V., COVER LETTER AND 3 PROFESSIONAL REFERENCES AS ONE DOCUMENT.

All applicants must apply online.

EOE Minorities/Females/Protected Veterans/Disabled

Pay Range

Pay Range: $21.36 - $29.90 Hourly

The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job’s compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.

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Location: Central Administration
Full/Part Time: Full-Time
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