Facility Coordinator for Research Facility Support Services (RFSS)

About the Job:

(30%) Customer Relations
* Act as a liaison between University departments, vendors, and building occupants to maximize facility uptime and ensure occupants needs are addressed
* Serve as the building main contact to provide guidance and resources for all facility-related questions, concerns, or needs
* Collaborate with service providers and occupants to ensure all service requests and work orders are completed satisfactorily for the customer and to ensure Service Level Agreements are adhered to
* Assist in scheduling and communicating building disruptions to ensure limited disturbance and to advocate on behalf of the research community and service providers
* Collaborate with occupants and service providers to develop alternative strategies and accommodations when building disruptions are required
* Provide feedback and updates to all parties to improve and streamline coordination efforts for future work and disruptions
* Contribute to the department's ongoing development series, which provides on-site training and development sessions for building occupants
* Evaluates new Software/Customer service applications and identifies system requirements - presents to leadership for approval/implementation
* Point of contact for AHC Planners and operational oversight of all AHC projects in the RFSS portfolio and primarily in assigned buildings
* Develops improvement plans in response to customer surveys

(25%) Building Safety and Operations
* Utilize proactive building management strategies to ensure building operations, access, and security are maintained at the highest level
* Initiate, facilitate, and manage customer security clearances, key, push code, and key safe requests
* Complete online security database entry, access audits, and modifications to ensure the security of all buildings is upheld
* Conduct regular building walkthroughs to assess existing conditions, while also proactively seeking, noting, and investigating work orders not yet reported
* Respond and communicate building emergencies and urgent matters to building occupants in a calm and efficient manner. Issues may include but are not limited to equipment failures, unexpected facilities outages and damages, and environmental hazards
* Identify and contact all parties necessary to address urgent issues and to minimize the impact on building occupants' safety and research
* Maintain and regularly update building emergency procedures and contacts
* Track and schedule preventative maintenance work to optimize facility-related uptime
* Assist Operations Manager with seeking out service providers for RFSS owned research equipment
* Seek out and compare cost-effective estimates for service repairs and preventative maintenance of RFSS's portfolio of equipment and technology
* Responsible for evaluating and upkeep/support of access adherence/compliance with central security research protocol related to secure building and access procedures.
* Gatekeeper of Emergency Management preparedness plans for RFSS portfolio of buildings
* Plans and coordinates site operational audits - partners with FM vendors (i.e. FM Global)
* Building point of contact for research alarm monitoring system including project scope, installation, troubleshooting, customer education and training, monitoring and issue response
* Responsible for facility equipment uptime, repairs, and financial responsibility within department determined parameters. This includes but not limited to: equipment repairs, equipment replacement strategy, equipment sun-set strategy, occupant training on equipment

(25%) Administration and Logistics
* Utilize fiscally responsible practices when making decisions and recommendations on behalf of the department
* Act as the first point of contact for service repair and preventative maintenance for RFSS owned equipment to ensure vendors do not exceed the standard scope of repair or service
* Update, order, organize and manage general inventory of supplies
* Assist in the process of moving researchers in or out of laboratory space by partnering with a variety of departments including DEHS, CPPM, U Construction, FM District, department administrators, researchers and service providers
* Reinforce lab move-out policies in conjunction with CPPM to ensure space is left in move-in ready condition
* Partners with CPPM to initiate communication, scheduling, and/or follow up of required lab alterations needed to accommodate new researchers
* Create and document tasks, projects, and procedures in conjunction with management to provide uniform service across the RFSS portfolio
* Assist departmental leadership with projects as assigned
* Prepares communications and makes presentations on system enhancements and/or alternatives

(15%) Partners with Event and Student Administration Manager
This position partners with Event and Student Administration team to oversee student staff and information desk operations in an effort to maximize their alignment to the mission of RBMS

* Assist Event and Student Administration Manager with a departmental portfolio of conference rooms, event and shared spaces, including scheduling, submission of work orders, spatial and furniture arrangements, and A/V technology
* Collaborate with the Event and Student Administration Manager in the development and implementation of policies and procedures that guarantee delivery of timely, efficient, and courteous service
* Covering shifts in order to minimize desk closures
* Partner with Event and Student Administration team in facilitating on-going training and development opportunities for student staff
* Provide student staff with performance feedback, constructive criticism, and positive coaching aimed at delivering consistent customer service. Ensure these instances are documented and reported to the Event and Student Administration team in a timely manner
* Plan and oversee short-term and long-term student staff projects, including checkpoints and feedback mechanisms
* Provide input for student staff evaluations to the Event and Student Administration team
* Support and collaborate with Event and Student Administration team with recruitment and onboarding of student staff as needed
* Contribute to the facilitation and development of student staff meetings

(5%) Other Duties as Assigned:
* Participate in an after-hours on-call rotation
* The employer retains the right to change or assign other duties to this position

Required Qualifications:
* BA/BS plus two years of experience or a combination of related education and work experience to equal six years; apply knowledge and skill to a recurring task or activity with emphasis typically on precision and timeliness of execution
* Customer service experience
* Experience with Computers: Word, Excel, data entry/processing, & database software in a Windows environment, as well as the Google suite of programs
* Demonstrated/documented ability to clearly communicate in written and spoken English

Preferred Qualifications:
* Demonstrate the ability to deliver quality customer service results while multi-tasking, prioritizing, and meeting deadlines
* Ability to work independently or with little direction
* Experience working under pressure (responding to multiple time-sensitive duties and requests) in a fast-paced diverse customer service environment
* Demonstrate problem-solving, decision-making, and independent thinking abilities, especially when handling the unexpected
* Ability to determine when to seek appropriate guidance from peers and departmental leadership for escalated situations
* Ability to participate in an after-hours call rotation. Ability to respond to building issues, lock-outs, and building emergencies knowledgeably and in a timely fashion. Represent department as a first responder in an after-hours emergency, primarily remotely but also in person as deemed necessary
* Excellent command of organizational, communication, and interpersonal skills, with a strong aptitude for self-motivation

Pay Range: $20.76-$34.25/hr; depending on education/qualifications/experience

Time Appointment: 75%-100% Appointment

Position Type: Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:

• Competitive wages, paid holidays, and generous time off
• Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
• Low-cost medical, dental, and pharmacy plans
• Healthcare and dependent care flexible spending accounts
• University HSA contributions
• Disability and employer-paid life insurance
• Employee wellbeing program
• Excellent retirement plans with employer contribution
• Public Service Loan Forgiveness (PSLF) opportunity
• Financial counseling services
• Employee Assistance Program with eight sessions of counseling at no cost
• Employee Transit Pass with free or reduced rates in the Twin Cities metro area

Applications must be submitted online. To be considered for this position, please click the Apply button and follow the instructions. You will be given the opportunity to complete an online application for the position and attach a cover letter and resume.

Additional documents may be attached after application by accessing your "My Job Applications" page and uploading documents in the "My Cover Letters and Attachments" section.

To request an accommodation during the application process, please e-mail employ@umn.edu or call (612) 624-8647.

The University recognizes and values the importance of diversity and inclusion in enriching the employment experience of its employees and in supporting the academic mission. The University is committed to attracting and retaining employees with varying identities and backgrounds.

The University of Minnesota provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, creed, religion, national origin, gender, age, marital status, disability, public assistance status, veteran status, sexual orientation, gender identity, or gender expression. To learn more about diversity at the U: http://diversity.umn.edu

Any offer of employment is contingent upon the successful completion of a background check. Our presumption is that prospective employees are eligible to work here. Criminal convictions do not automatically disqualify finalists from employment.

The University of Minnesota, Twin Cities (UMTC)

The University of Minnesota, Twin Cities (UMTC), is among the largest public research universities in the country, offering undergraduate, graduate, and professional students a multitude of opportunities for study and research. Located at the heart of one of the nation's most vibrant, diverse metropolitan communities, students on the campuses in Minneapolis and St. Paul benefit from extensive partnerships with world-renowned health centers, international corporations, government agencies, and arts, nonprofit, and public service organizations.

At the University of Minnesota, we are proud to be recognized by the Star Tribune as a Top Workplace for 2021, as well as by Forbes as Best Employers for Women and one of America's Best Employers (2015, 2018, 2019, 2023), Best Employer for Diversity (2019, 2020), Best Employer for New Grads (2018, 2019), and Best Employer by State (2019, 2022).