About this role
Facilities Coordinator Level 1 - (Provisional)
GENERAL DUTIES
Studies, evaluates, and analyzes space utilization and requirements, consistent with the environmental and program needs of the CUNY location(s) being served. Performs consecutive services, develops specifications for appropriate furniture and equipment, and oversees installation. May utilize related technology and computer systems in performance of job duties.
There are two assignment levels in this title (Level 1 and Level 2) representing work of varying degrees of difficulty and responsibility. All personnel perform related work.
The specification describes typical assignments for this title; related duties may be assigned as needed.
Assignment Level I: Tasks are performed under general supervision, with some latitude for independent initiative and judgment, as follows:
Conducts field surveys to review and inspect CUNY facilities, obtains relevant data to evaluate current and future facility requirements, interprets organizational plans, and communicates with those who occupy and/or use facilities.
Assures that all plans produced are accurate based on management guidelines and other information provided.
Coordinates the work of dealers/suppliers, trade workers, consultants, contractors, vendors, and College personnel.
Coordinates details of relocation of personnel, equipment, and materials.
Meets with College personnel to survey, assess and identify specific program needs.
Coordinates details of relocation of personnel, equipment, and materials.
Oversees installation of furniture, finishes, and equipment.
Performs studies of existing space and space layouts to determine opportunities for more effective and efficient utilization.
Prepares reports and makes recommendations regarding space requirements.
Evaluates space requirements, considering the environmental and program needs of the location being served.
Develops computations and schematic layouts to reflect recommendations, using appropriate technology and standards.
Provides input to, and accepts input from, specialists such as interior designers, architects, engineers, and technologists.
Makes recommendations regarding the replacement, repair, or redeployment of furniture and related equipment.
Adhering to procurement policies, develops specifications for bidding and cost estimates leading to the purchase of new furniture and equipment.
Creates work orders to define requirements for related improvements such as painting and carpentry work.
Assists procurement personnel in completing the purchasing/contracting process.
May provide input to, and assist, the Project Manager or General Contractor in projects involving construction.
Prepares and presents progress reports.
Maintains inventories and records regarding space utilization in a CUNY location, as well as furniture, equipment, artwork, and public fixtures within these spaces.
Serves as the client contact for relocation requests.
Assists procurement personnel in the development specifications for bidding, cost estimates and in completing purchasing/contracting process leading to the purchase of new furniture and equipment.
Provides input to, and accepts input from, specialists such as interior designers, architects, engineers, and technologists.
Utilizes computer systems including office productivity, architectural design and drawing, facilities management, inventory control systems, in the performance of duties.
Assignment Level II: In addition to performing the work in Assignment Level 1, performs the following with limited supervision and considerable latitude for independent initiative and judgment, as follows:
Prepares management reports summarizing conditions, needs, and plans.
Collaborates with functional experts (i.e., Technology, Security, Maintenance) to understand issues, trends, and requirements.
Creates College or Unit-wide space management plans, considering future needs as well as growth and economic factors.
Interprets CUNY-wide and external standards; communicates standards to the College or unit.
Develops local standards for space utilization, signage, furniture, and fixtures.
Researches and provides input to management on best practices and trends in space management.
Performs work in highly specialized and/or complex College environments, such as laboratories, media centers, and computer facilities.
May develop local standards for space utilization, signage, furniture, and fixtures.
Creates College-wide space management plans, considering future needs as well as growth and economic factors.
Knowledges Skills and Abilities
- Knowledge of relevant Federal, State, and City laws, as well as codes and standards that apply to interior spaces.
CONTRACT TITLE
Facilities Coordinator
FLSA Non-exempt
CAMPUS SPECIFIC INFORMATION
The CUNY School of Medicine (SoM), located in the heart of Harlem, New York, is the only medical school in the City University of New York system and the only public medical school in Manhattan. Building upon 50 years of success as the Sophie Davis School of Biomedical Education, the institution transitioned to the CUNY School of Medicine in 2016. The CUNY SoM offers an accelerated BS/MD degree (7-year program) and a Physician Assistant Master’s Degree (27-month program). True to its legacy of access, opportunity, and community transformation, the medical school’s mission remains to recruit highly talented students as diverse as New York City itself. CUNY SoM places a special emphasis on recruiting those who are underrepresented in the field of medicine and on training high-quality, culturally competent health professionals and scientists equipped to address the healthcare needs of New York’s medically underserved communities. As a significant priority, CUNY SoM also seeks to enhance the recruitment and retention of senior leadership, faculty, and staff to reflect the diversity of our student body more closely.
Reporting to the Director of Facilities Planning and Operations, the Facilities Coordinator will assist with the day-to-day coordination of facilities operations and event management functions, coordinate repairs, and act as the initial point of contact for all facilities related needs for the college. In addition to the General Duties and Responsibilities of a Level 1 assignment as listed below, the campus specific duties include but are not limited to the following:
Consult with the Director of Facilities about the coordination of space allocation and relocation of employees and/or departments, and assist with quality control walkthroughs of the building to ensure proper function, cleanliness, and operational readiness on a regular basis.
Draft, maintain, and distribute, via email or hard copy documents, various forms of communication regarding facilities planning and operations matters – to employees or various internal or external business partners.
Assist with loading and unloading of supplies; distribute and pick up mail and other supplies located in the CCNY mailroom and transport to Harris Hall.
Maintain departmental record keeping for space allocation, workorders, key distribution, and other administrative records management for the department; Creates work orders to define requirements for related improvements such as painting and carpentry work and track the outcome of the order.
Conduct inventory control measures for furniture, equipment, and other college resources to ensure that old and/or un-needed items are discarded and/or removed safely and in a timely manner.
Review office and/or floor plan layouts and seating charts using appropriate technology such as Archibus, AutoCAD, or other software along with schematic standards and forward updates or recommendations to the Facilities Director as necessary.
Conduct research on equipment, supplies, and furniture to get pricing comparisons, style, and function of purchase requests and utilize CUNY-Buy to assist with processing purchase orders and invoices.
Liaison between the CUNY School of Medicine and City College Facilities department in order to follow up on any facilities related projects.
Organize room set-ups for events and perform special projects as necessary.
Able to provide exceptional customer service in every interaction, representing the college in a positive manner.
Perform other duties as assigned by the Director of Facilities or designee.
MINIMUM QUALIFICATIONS
Assignment Level 1
A baccalaureate degree from an accredited college or university and one (1) year of related full-time experience involving responsibilities such as: evaluation and layout of space in buildings and other struct