Business Coordinator III

Apply now Job no: 495734
Work type: Staff Full-Time
Location: Denver, CO
Categories: Business Operations / Services, Admin / Executive / Office Support, Facilities Management & Planning

The Department of Facilities Management and Planning (FMP) supports the mission of the University of Denver's physical resources in order to provide a healthy and safe educational environment for campus community through services of the departments of Capital Projects and Planning, Facilities Management, Parking & Mobility Services, Auxiliaries & Real Estate, and Business & Operations.

Position Summary

Within the department of Facilities Management and under the management and supervision of the Director of Facility Management and Operations, this position will provide business process management services to the management staff in the Department. Summary of Role Positions at this level perform various business, fiscal, and administrative functions to address the business needs of a department, unit, or University. Work involves various functional activities, most of which are not well-defined. Work may involve the supervision of others. Ability to manage a variety of business and records functions. Perform research, data collection, analysis of information, and report writing. Interpret policies and procedures to facilitate and ensure the application of sound business practices. It may require the ability to integrate policies and procedures with work units external to the organization.

This position will also work under the partial supervision of the Director or Manager of Business Services for the Division. Business process services include essential operating permits required by the City and County of Denver, or internal to the University, specific Work Order processing and administration in the Centralized Maintenance Management System, coordination of collective bargaining unit activities and new employee activities, as well as fiscal management of several reserves account for funding of maintenance activities. This position will also assist in managing purchasing activities for major contracts and purchase orders for maintenance or custodial activities. This position collaborates with the Business Officers and Coordinators in the Division and other members of the Facilities Team.

Essential Functions

  • Program knowledge includes acceptable interpretations, applications, and allowable exceptions of written policies and procedures. Knowledge of organizational structure, functions, services, programs, office procedures, and practices is required.
  • Performs research, data collection and analysis of information, and report writing. Utilizes, reconciles and manipulates data from different internal and external systems. Applies in-depth knowledge of a variety of complex processes and procedures.
  • Independently resolves and/or develops recommendations for unprecedented issues and problems. Problem resolution requires some interpretation of policy and procedures. Serves as a resource for others in resolving unprecedented, non-standard issues and problems. Assumes responsibilities for and manages the results of decisions.
  • Interprets guidelines, answers inquiries, and advises others regarding processes, services, and operations as applied to non-standard situations. Communicates expectations to other employees. Exercises responsibility for administering the budget, which includes making recommendations regarding the use and distribution of funds.
  • May supervise other employees, which includes setting expectations, evaluating performance, and input on hiring and termination.
  • In addition to following the University of Denver’s policies and procedures, principal responsibilities include, also include:
  • Process final closure/completion of all Departmental Reimbursable Work Orders in TMA (the DU Centralized Maintenance Management System (CMMS)).
  • Process Digging Permits on Campus.
  • Process internal requests (Paver Permits) for heavy equipment use on university walkways/pathways.
  • Provide System administration for the Department. This includes setting up profiles, security, and user permissions in the CMMS System.
  • Schedule and Coordinate large Departmental Meetings, All Hands for Maintenance, Custodial, and/or Building Managers.
  • Assist in processing elevator permits, inspections, and fees.
  • Schedule, Coordinate and run new Unionized Employee Orientations/On-boarding.
  • Coordinate and track the Infrastructure Master Plan (IFP) related to Reserve Budget allocations and expenditures. Monitor departmental budgets and provide timely reporting on planned versus actual expenses and departmental credits due to fee for service activity.
  • Support process improvement Initiatives.
  • Assist the FMP Business Office and back up functions as needed.
  • Initiates workflow process for contracts, purchase orders, invoices, and work orders.
  • Review, submit and track all procurement documents for the Maintenance Shops and Custodial Operations.
  • Assist the Director of Budget and Operations with onboarding staff as needed.
  • Departmental Point of Contact to update and manage departmental-related information on the FMP Webpage.
  • Assists Director with vendor management coordination including, but not limited to, contract review and markups, contract and purchase order scope changes.
  • Assists department staff with meeting and room scheduling.
  • Other duties as assigned.

Knowledge, Skills, and Abilities

  • Strong interpersonal communication and customer service skills. The ability to communicate verbally and in written form with clients, including the Deans, faculty, staff, and FMP personnel.
  • Customer service oriented and ability to work within a collaborative team environment.
  • Self-motivation to work well in a dynamic & open office environment.
  • Proficient knowledge of Microsoft Office; basic accounting principles and database management skills. Knowledge of the University’s financial system, Banner
  • Experience completing charts and graphs; interpret financial and budget data in Banner for general reporting and updates to the projects group.
  • Strong organizational skills are essential with attention to detail. Write correspondence, complete meeting minutes, and status updates.
  • Demonstrated ability to work without constant supervision.
  • Point of contact for website inquiries and working with new vendors to get set up to work with the University.

Required Qualifications

  • Graduation from high school and three years of related office experience with at least one year directly related to the business or administration management to include experience in financial management. May substitute an equivalent combination of education and experience
  • Excellent customer service, communication, organizational and interpersonal skills.

Preferred Qualifications

  • Experience working in a higher education institution financial systems like Banner.
  • Experience in a Facilities Management organization, services provided, and operations.
  • Familiarity with purchase orders and requisitions, processing invoices, and budget review

Working Environment

  • Familiarity with purchase orders and requisitions, processing invoices, and budget review
  • This employee works in a standard office and reception environment.
  • While performing the duties of this job, the employee is regularly required to operate all equipment within an office environment and to communicate effectively verbally with customers and employees of the University.
  • The employee is occasionally required to move about the office with the capability of transporting objects up to 10 pounds.

Physical Activities

While performing the duties of this job, the employee is regularly required to operate all equipment within an office environment and to communicate effectively verbally with customers and employees of the University. The employee is occasionally required to move about the office with the capability of transporting objects up to 10 pounds. Requires close, distance, depth, and peripheral vision, as well as the ability to adjust focus. Ability to drive to pick up office supplies.

Work Schedule
Monday - Friday, 8:00 a.m. - 4:30 p.m.

Application Deadline
For best consideration, please submit your application materials by 4:00 p.m. (MST) January 16, 2022.

Special Instructions
Candidates must apply online through jobs.du.edu to be considered. Only applications submitted online will be accepted.

Salary Grade Number:
The salary grade for the position is 8.

Hourly Rate:
The hourly rate for the position is $25.00-$28.00.

Benefits:
The University of Denver offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO pass. The University of Denver is a private institution that empowers students who want to make a difference. Learn more about the University of Denver.

Please include the following documents with your application:
1. Resume
2. Cover Letter

The University of Denver is an equal opportunity employer. The University of Denver prohibits discrimination on the basis of race, color, national origin, age (40 years and over in the employment context), religion, disability, sexual orientation, gender identity, gender expression, genetic information, marital status, veterans status, and any other class of individuals protected from discrimination under federal, state, or local law, regulation, or ordinance in any of the university's educational programs and activities, and in the employment (including application for employment) and admissions (including application for admission) context, as required by Title IX of the Education Amendments of 1972; Title III of the Americans with Disabilities Act of 1990, as amended in 2008; Section 504 of the Rehabilitation Act of 1973; Title VI and VII of the Civil Rights Act of 1964; the Age Discrimination Act of 1975; the Age Discrimination in Employment Act of 1967; and any other federal, state, and local laws, regulations, or ordinances that prohibit discrimination, harassment, and/or retaliation. For the university's complete Non-Discrimination Statement, please see non‑discrimination‑statement.

All offers of employment are contingent upon satisfactory completion of a criminal history background check.

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