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Facilities Coordinator

Viterbi Business Affairs Los Angeles, California

The Facilities Division of the USC Viterbi School of Engineering is seeking a Facilities Coordinator to join its outstanding team.  This position reports directly to Viterbi’s Director of Facilities in the administration of facilities operations of the School.

  • Enters online Facilities Management Services (FMS) work orders and service requests, generates internal requisitions for School operations, coordinates with FMS grounds and Campus Shops personnel and checks the project for completion. Reviews work requests and contacts FMS Customer Resource Center to resolve possible billing or scheduling issues.  Handles priority work requests by coordinating with appropriate Campus Offices and External Vendors.  Works with Signage and Furniture Vendors to meet various Department needs within the School.
  • Prepares data for financial reports using the University’s Budget Administration System.  Monitors and analysis facilities expenses.  Reconciles facilities expenses to University financial records and initiates correcting entries.  Assists with developing facilities cost projections, as required.  Assists in overseeing and managing the School’s Facilities Division budget.  Contributes to short and long range facilities planning. 
  • Conducts routine maintenance inspections of facilities for deficiencies, safety hazards and/or code violations, such as field inspection of lighting, temperatures, signage and housekeeping.  Works with FMS Special Services Department to expedite the removal of bulk items from common areas. 
  • Responsible for the recruitment and hiring process of Student Workers.  Coordinates and supervises work assignments of Student Workers as assigned, oversees work quality.  Schedules and prioritizes Student Workers workload.  Approves and oversees timekeeping process of Student Workers. 
  • Checks and revises space occupancy and floor plans for the School’s space database as required.  Generates and maintains AutoCAD layouts and creates PDF format files for proposed space assignment changes.  Contacts the University’s Space Management Department to update and resolve space allocation issues.  Assists in maintaining analysis of space and equipment requirements and in usage allocation. 
  • Responsible for ordering or authorizing the ordering of building exterior and interior keys and maintains the School’s key database.  Develops and distributes FMS Lock Shop related policies and procedures to the School’s Department Coordinators.  
  • Submits Customer Services Requests to the University’s Information Technology Services Department (ITS), provides required data for new phone lines and data port activations for Faculty and Staff, follows up with ITS requests.  Coordinates trainings related to electronic lock operations.  Maintains, manages and updates building electronic access control with the University’s USCard Department and the Department of Public Safety.  
  • Interacts with University Departments and/or outside Contractors and Vendors for facilities operations, maintenance, construction, and renovation projects.  Manages large and small School renovation projects from start to finish within defined budget and schedule. 

Required Applicant Documents

Resume/CV Cover Letter

These documents may be submitted as one PDF.  Applications will not be considered complete without these documents.

Minimum Qualifications:  Related undergraduate study with 2 years proficiency in AutoCAD and Microsoft Office Suite software.  Minimum one year prior job experience in space planning, building construction and design.  Combined experience may substitute for minimum education. 

Minimum Education:
Related Undergraduate Study
Combined experience/education as substitute for minimum education

Minimum Experience:
3 Years
Combined education/Experience as substitute for minimum experience

Minimum Field of Expertise:
Knowledge of computer software and familiarity with facilities operations.

REQ20052823 Posted Date: 11/09/2017

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