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St. John's University

Recruitment

St. John's University Jobs Apply

Coordinator, Campus Facilities and Services



Staff/Clerical

Queens, NY
 • 
ID: 219688-951
 • 
Full-Time/Regular

St. John’s, established in 1870, has three New York City campuses; international locations in Rome, Italy; Limerick, Ireland; and Paris, France; and study abroad locations around the world. The Princeton Review and other top rankings consistently recognize the University’s outstanding academics, diverse student body, dynamic internship, and volunteer opportunities, focus on student life, and diverse study abroad offerings. St. John’s University offers more than 100 undergraduate and graduate programs in its six colleges and schools, with a growing number of programs offered online. The University is accredited by the Middle States Commission on Higher Education and 12 other major academic and professional associations.  

A dedication to diversity, equity and inclusion is at the heart of our mission.  As a Catholic and Vincentian university, St. John’s is committed to institutionalizing practices of inclusive excellence to ensure that we welcome and celebrate the intrinsic worth of all members of our community.  We will become an even stronger university as we enhance equity at every level of our institution. Our graduates will excel in the competencies and values needed for leadership and service in a rapidly evolving world.

 

Department: Campus Facilities and Services

Specific Job Title: Coordinator, Campus Facilities and Services 

Reports to: Executive Secretary, Campus Facilities and Services, with dotted line reporting to the Executive Director of Design & Construction and the Executive Director of Auxiliary & Conference Services. 

Campus: Queens 

 

Job Summary: 

This position collaborates with the administrative team to support the Campus Facilities and Services Department. Key responsibilities include assisting the Executive Director of Design & Construction, the Executive Director of Auxiliary & Conference Services, and their teams while also providing backup support to other administrative staff. The position acts as a liaison between facilities staff, external contractors, and St. John’s University departments to ensure efficient delivery of facilities-related services. This role ensures a safe, functional, and welcoming campus environment by coordinating work orders, vendor services, campus space usage, and preventative maintenance. 

 

Essential Functions: 

  • Maintain the Executive Directors' and Directors' calendars, including the scheduling and coordination of all meetings, updating contacts, etc. 

  • Serve as the primary point of contact for facilities’ service requests and work order tracking. 

  • Schedule and monitor vendor services, ensuring compliance with contracts and St. John’s University’s standards. 

  • Maintain department logs for contracts and budget requests, including logging signed, incoming, and outgoing documents for approval. 

  • Obtain approval for bids and ensure project managers are informed of the status.  

  • Log and receive incoming bids and serve as the main contact for maintaining all records pertaining to bids. 

  • Lead the organization, filing, and maintenance of all electronic and hard copy documentation related to Campus Facilities and Services, including, but not limited to: Design & Construction, Operations, and Conference Services.  

  • Edit and proofread documentation relating to the department, such as contracts, memos, bid requests, and other department-related documents. 

  • Provide daily phone coverage for the Executive Directors, including directing calls to the appropriate parties when necessary, and back-up phone coverage for the Associate Vice President and Director of Facilities Operations. 

  • Review incoming mail and handle it accordingly. 

  • Support Directors and project managers with scanning, copying, reports, and other administrative needs. 

  • Assist Department members with scheduling meetings, conferences/teleconferences, TEAMS Meetings, etc. 

  • Make domestic travel arrangements for Directors and Project Managers; process all expenses for the Executive Directors and all project managers, when necessary, and ensure payment. 

  • Responsible for compiling, tracking, and maintaining records of departmental attendance, including vacation, sick leave, remote work (WFH), and compensatory time; prepare and distribute an attendance summary to the department and key members of the Auxiliary Services staff. 

  • Serve as the primary contact for coordinating and managing the department's conference room 

  • Schedule post weekly availability and maintain the department bulletin board displaying important information. 

  • Maintain confidentiality and ensure that department information is handled appropriately and with discretion 

 

Competencies: 

  • Demonstrated ability to foster a professional working environment and provide excellent customer service at all times. 

  • Strong organizational and problem-solving skills. 

  • Ability to manage multiple projects and priorities.  

  • Commitment to customer service and teamwork. 

  • Proven ability to be self-motivated, self-directed, organized, and flexible. 

  • Ability to work independently and efficiently in a fast-paced environment. 

  • Capability to work well in a team-oriented environment. 

  • Excellent communication skills, both verbal and written; ability to communicate and work effectively with a broad spectrum of people. 

  • Excellent time management, proofreading, and attention to detail. 

  • Proficiency in Microsoft Office, including Outlook, Microsoft TEAMS, and Adobe Products. 

  • Proficient use of the internet and e-mail. 

  • Knowledge of Banner, Access, Concur and Time Clock not required but a plus. 

 

Work Environment: 

This position operates in a professional environment. This position requires you to use standard office equipment such as personal computers, printers, etc. 

 

Physical Demands: 

This position occasionally requires lifting boxes (5-10 lbs.} to store office or pantry supplies upon delivery. It also involves occasional travel across campus to deliver interoffice mail promptly. While performing job duties, the employee may be required to stand, walk, sit, reach with hands and arms, climb stairs, and communicate effectively. 

 

Position Type/Expected Hours of Work: 

This position is Full-time with expected hours of work Monday through Friday, 8:30 am-4:30 pm. 

 

Required Education and Experience: 

  • High School Diploma or Associate's degree.  

  • Three to five years of work experience in a support role.   

  • A combination of education and experience will be considered.  

  • Candidates without an Associate's degree must have 3-5 years of relevant administrative experience. 

  • Proven ability in the use of Microsoft applications, Word (Intermediate), Excel (Intermediate), PowerPoint, Outlook, and Adobe. 

  • Proficiency in Microsoft TEAMS, knowledge of other virtual meeting platforms a plus. 

  • Proficient use of the Internet, e-mail, and knowledge of social media platforms. 

  • Knowledge of HP printers, copy machines, scanners, etc. 

 

Preferred Education and Experience: 

  • Experience in higher education or an institutional setting. 

  • Familiarity with facilities management, construction, business administration, or a related field. 

  • Notary Public- required but can be obtained after the candidate joins.  

 

Other Duties: 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job.

 

In compliance with NYC’s Pay Transparency Act, the annual salary for this position is $58,000. St. John’s University considers factors such as (but not limited to) scope and responsibilities of the position, candidate’s work experience, education/training, key skills, internal peer equity, as well as market and organizational considerations when extending an offer.  

This position may be relocated to any of St. John’s University’s physical locations at any time. 

St. John’s offers a competitive compensation program which is commensurate with your qualifications, experience, and contingent upon the departmental budget. We also offer an extremely comprehensive benefits program to meet the diverse needs of our workforce. Along with exceptional benefits such as medical, dental, life insurance, long term disability insurance, tuition remission, generous 403(b) employer contribution, employee assistance program, and liberal paid time off policies, faculty and staff can also enjoy St. John’s performing arts, libraries, bookstores, dining facilities, campus recreation and sporting events 

Any offer of employment is subject to receipt by St. John’s University of satisfactory references, verification of employment and education. 

St. John’s University is an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national or ethnic origin, age, status as an individual with a disability, protected veteran status, or any other characteristic protected by law. 

This position is located at 8000 Utopia Parkway, Queens, NY. View the Google Map in full screen.


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