Operations Coordinator

The Operations department at California College of the Arts provides leadership and operational oversight of operational and facilities functions for CCAs San Francisco campus (excluding student housing) such as project management for maintenance / repair and capital projects campus-wide sustainability projects and general process improvements for a smooth running campus. This position is responsible for supporting the day-to-day functions of the department and will utilize operational systems (such as the Facilities work order system) to support facilities services accounting and purchasing activity scheduling event support and other duties as assigned.

MAIN RESPONSIBILITIES :

Facilities Service Requests Tracking and Operations Support - 40%

Provides support for Operations staff and leadership including Facilities Capital Projects and Public Safety. Support includes day-to-day monitoring of the facilities service request system and clerical support for contracts payments purchase orders permits and other operational activities. Working with the Sr. Director of Operations coordinates directly with multiple stakeholders including the Facilities Manager and other external consultants and vendors (including architects contractors movers etc.) to ensure service requests and contracted work are scheduled tracked and completed in a timely fashion. Coordinates with the Public Safety Department on operational matters as needed.

Centralizes administration and coordination of design and construction vendors and other Facilities services under the Sr. Director of Operations.

Meets with Operations leaders to coordinate and ensure proper documentation is in place prior to starting a project.

Communicates Operations services requirements and ensures appropriate use guidelines are understood and enforced.

Works with Operations leaders to develop timelines and schedules for facilities maintenance and construction work.

Coordinates project management services as requested by Operations leaders and ensures receipt and payment for those services.

Develops guidelines use parameters and resources to streamline facilities maintenance work.

Department Administration and Communication - 40%

Acts as the first point of contact for communications between the CCA community or external parties and the Operations Department. Ensures communications are received and routed to the appropriate source.

Monitors the Operations / Facilities primary phone line and primary email account; responds in a professional and timely fashion.

With the Sr. Director of Operations drafts campus-wide announcements to inform the CCA community about scheduled work campus closures etc.

May act as dispatch for general facilities technicians.

Helps maintain the team calendar of whats happening.

Performs administrative tasks such as ordering and purchasing supplies digitizing and organizing documentation completing asset inventories etc.

Researches new service vendors and drafts requests for proposals (RFPs) to get quotes for services.

Assists with the timely submission of expenses for Operations and Facilities; tracks purchased goods to ensure delivery and coordinate disbursement of received items as needed.

Additional Duties as Assigned - 20%

Needs can change frequently in order for the department to respond accordingly additional duties including but not limited to light project management support development of procedures and processes and other responsibilities that support the educational mission of the college may be assigned as needed.

MINIMUM QUALIFICATIONS :

Possession of a baccalaureate degree from an accredited college or university and / or prior experience in facilities coordination operations project management or similar work environment that demonstrates the ability to successfully perform the duties of the position as described.

Prior experience directing and coordinating resources to successfully complete events and projects as well as working and communicating calmly and effectively under pressure and responding to changing priorities.

Prior experience working with multiple stakeholders on a range of shifting duties and responsibilities while maintaining a consistent professional and service-oriented demeanor.

Success in establishing and maintaining positive and cooperative working relationships. Values working in a creative culturally diverse and dynamic environment.

Familiar with / capacity to learn the relevant software tools including but not limited to Google Workspace Workday and Zoom. Able to learn new technology and applications quickly.

Excellent written and verbal communication skills.

Ability to work a flexible schedule including some nights and / or weekends.

Preferred Qualifications

Experience working within a higher education art-based or non-profit environment.

Possess a valid California drivers license and be an insurable driver.

Strong design sense and proficient in Adobe Creative Cloud or similar software.

Successful experience working with budgets accounts payable and accounts receivable.

Bilingual in Spanish and English.

Physical Requirements

This position may require an individual to sit or stand for long periods at a time (up to 4 hours) at a desk or in a meeting. This position requires that individuals be able to transport themselves to multiple locations within the San Francisco campus. An individual must also be able to lift and / or carry a minimum of 30 pounds.

COMPENSATION & BENEFITS :

The compensation for this position is $32.97 per hour.

CCA offers a comprehensive benefits package including the choice of five medical plans generous holiday sick & vacation time a retirement match and tuition remission. CCA covers an average of 91% of the medical plan cost for the employee only and an average of 82% for employees with dependents. More information can be found here : DETAILS :

CCA considers a full-time work week to be 37.5 hours per week.

Schedule : Mon-Fri 8-4 : 30pm

Work Mode : Campus based

This position is covered under the staff union collective bargaining agreement and will be required to contribute to union dues / agency fees.

Location

San Francisco

FLSA

Non-Exempt

Additional Locations

Application Instructions

Applicants are required to attach a cover letter and resume. Incomplete applications will not be considered. Recommended document file formats are Word or PDF. If there are multiple attachments we recommend compressing / zipping your files into a zip format file. There is also a place in the application for you to provide a link to large documents. Please submit an application form for each position for which you believe you are qualified. Applications are not kept on file for future positions.

Application Deadline

For staff positions screening begins immediately and continues until the position is filled.

EEO Statement

As an educational and cultural institution California College of the Arts has a responsibility to provide access and opportunities for all people with special attention to supporting groups historically underrepresented in higher education.

We believe that a culturally diverse campus is integral to academic excellence and our student faculty staff and trustee bodies should reflect the diverse world in which we live with attention to race ethnicity religious creed national origin age sex sexual orientation gender identity or expression and ability.

California College of the Arts is an equal opportunity employer and encourages applications from individuals who will contribute to its diversity. If you require reasonable accommodation in completing this application interviewing or otherwise participating in the employee selection process please direct your inquiries to In alignment with the San Francisco Fair Chance Ordinance we will consider qualified applicants with arrest and conviction records for employment. If a background check is required for a position it will be noted in the job posting.

Questions

Please address any questions to .

Required Experience :

IC

Key Skills

Six Sigma,Lean,Management Experience,Process Improvement,Microsoft Outlook,Analysis Skills,Warehouse Management System,Operations Management,Kaizen,Leadership Experience,Supervising Experience,Retail Management

Employment Type : Full-Time

Experience : years

Vacancy : 1