What are the responsibilities and job description for the Project and Facilities Coordinator position at Indian River State College?
Job Description
Join the IRSC Team – Exceptional Benefits Await You!
At Indian River State College (IRSC), you’ll do more than just build a career—you’ll have the opportunity to make a meaningful impact by supporting our students, staff, and faculty. In return, we offer a comprehensive benefits package designed to promote your well-being, secure your future, and enhance your work-life balance.
Comprehensive Health Coverage
We prioritize your health with Medical, Dental, Vision, Flexible Spending Plans, Employee Assistance Program (EAP), Life insurance and Supplemental plans to help you stay physically and mentally well with access to essential wellness resources.
We offer PPO and HMO plans with an affordable cost. (PPO/HMO option with $50 per month for individual coverage and $180 per month for family coverage)
Retirement Plans for a Secure Future
Plan for a bright future with our robust retirement options, rarely matched in the private sector. Secure your financial future with state retirement options through the Florida Retirement System (FRS) and additional investment opportunities like tax-deferred annuities and Roth 403(b) plans.
Generous Paid Time Off
Enjoy a healthy work-life balance with ample vacation, personal, and sick leave. Recharge and return to work refreshed and motivated.
Employee Discounts: Enjoy exclusive discounts on various services, including tickets to popular attractions in the area.
Professional Growth Opportunities
Build your career with purpose by engaging in meaningful projects and professional development opportunities. IRSC provides the tools and support needed to help you reach your full potential.
JOB SUMMARY:
Under administrative supervision, this position coordinates insurance, Capital Project reporting, provides financial analysis, and assists Physical Plant and Facilities projects for the College. Duties include assisting with new insurance needs and renewals for assigned area; assisting with construction project tasks; assisting and supporting the AVP of Capital Planning, Projects, and Facilities. Tracks projects budget and milestones as well as the administrating project documents and ensures operation are efficient.
SPECIFIC DUTIES AND RESPONSIBILITIES:
- Composes accurate reports to the State of Florida, such as the Capital Improvement Program (CIP) Report.
- Assists in submittals for grants; tracks grant expenses; and assists with EDA Grants recordkeeping and report filing.
- Serves as a liaison with the Florida College System Risk Management Consortium (FSCRMS) for new insurance needs (student programs, professional liability, general liability, cyber, crime, building and equipment casualty, vehicle, etc.); requests and renews Certificates of Liability Insurance; requests Builder’s Risk coverage; processes accident and incident reports; files insurance claims for numerous student programs with follow through of payment; assists College employees with risk management/liability questions and/or concerns; and works with FCSRMC daily regarding issues as they arise on various insurance claims.
- Manages facilities usage requests and required insurance documents.
- Serves as the Liaison with FEMA and FloridaPA to assist with damage report collection, information coordination, and preparation of damage claims for emergency response events as well as maintaining documentation necessary to comply with FEMA and FloridaPA grant requirements.
- Composes and submits advertisements for construction projects and bid openings; creates Solicitation (RFx, ITN) documents and supporting forms for construction and professional services; and works with architects, engineers, contractors, administrators, faculty, staff.
- Handles all walk-ins whether they be visitors or employees; responds to telephone and e-mail contacts; prepares professional correspondence; assists in the preparation of Board agenda items and budget reports; projects budget analysis; enters College funding requisitions as needed; processes invoices; and manages purchase orders.
- Maintains a well-organized and effective filing system for all insurances, numerous facilities planning projects, land acquisitions, commissioning and construction records documents.
- Schedules appointments and meetings for the AVP and staff.
- Assists the AVP, office staff and other College employees with financial inquires and analysis. Assists the Physical Plant staff with budgets, quotes and other College functions, as requested.
- Completes all other duties and responsibilities as assigned.
QUALIFICATIONS, KNOWLEDGE AND SKILL REQUIREMENTS:
- Associate Degree in Business Administration, Business Management or a related field; five (5) years of related work experience as an Project Coordinator, Administrative Assistant or Office Manager in an executive or construction environment, preferably in a college setting; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
- Knowledge of office management, office procedures and etiquette, database management, budgeting tools and office equipment.
- Knowledge of project management and budget tracking.
- Skill in working with Microsoft Office including spreadsheets and Windows based applications.
- Skill in organizing, prioritizing, time management, solving problems, transcribing minutes, effectively using resources, and planning projects.
- Ability to initiate actions, gather data and information, maintain confidentiality, be productive, take and transcribe minutes of meetings, and make sound judgments.
PHYSICAL DEMANDS:
This position classifies the physical exertion requirements as sedentary work involving lifting no more than 10 pounds at a time and occasionally lifting or carrying articles like docket files, ledgers, and small tools. Although a sedentary job is defined as one which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required occasionally, and other sedentary criteria are met.
ADDITIONAL EXPECTATIONS:
Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Additionally, all employees of the College are expected to maintain professional standards of communication, able to learn and apply new technology, and abide by all policies and procedures. Continued employment remains on an “at-will” basis.
This description is intended to indicate typical kinds of tasks and levels of work difficulty that will be required of positions given this title and shall not be construed as declaring every specific duty and responsibility of the particular position. This job description is not intended to be a contract for employment, and the employer reserves the right to make any necessary revisions to the job description at any time without notice.
Classification
Staff
Supervisory
No
FLSA Exempt
Yes
Employment Type
Regular
Compensation and Application Deadline
Pay range starts at: $44,257.80 | All salary calculations start at the minimum salary and will be based on candidate's education and experience. | Open until filled.Salary : $44,258
