Operations Coordinator

Operations Coordinator

R507966
San Francisco

The Operations department at California College of the Arts provides leadership and operational oversight of operational and facilities functions for CCA’s 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% of time

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 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. Occasionally coordinates with the Public Safety Department on operational matters.

• Centralizes administration and coordination of design and construction vendors and other Facilities services under the 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% of time

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 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 “what’s 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% of time

• Needs can change frequently in operations. 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 demonstrated 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.
• Demonstrated ability to direct and coordinate resources to successfully complete events and projects, as well as work and communicate calmly and effectively under pressure and respond to changing priorities.
• Experience working with multiple stakeholders on a range of shifting duties and responsibilities while maintaining a consistent, professional, and service-oriented demeanor.
• Demonstrated success in establishing and maintaining positive and cooperative working relationships. Must value 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 driver’s 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.

Working Conditions

The ability to work flexible hours, including some nights and weekends, is required. CCA is normally open for business 8 a.m. to 4:30 p.m. (7.5-hour workday with a 30-minute lunch), Monday through Friday, but supervisors assign individual work schedules and requirements may shift to accommodate events, special projects, meetings, etc. Position will report for work in person on the San Francisco campus.

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 $31.79 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: https://portal.cca.edu/working/office-human-resources/employee-benefits.

POSITION DETAILS:

• CCA considers a full-time work week to be 37.5 hours per week.
• Schedule: see working conditions above
• Work Mode: Hybrid
• 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.

Questions?

Please address any questions to hr@cca.edu.

To apply, visit https://cca.wd5.myworkdayjobs.com/en-US/CCA/job/San-Francisco/Operations-Coordinator_R507966.

Founded in 1907, California College of the Arts (CCA) is an independent art college with 21 undergraduate programs in architecture, design, fine arts, visual studies, and writing. The college also has graduate programs in architecture, comics, curatorial practice, design, design strategy, film, fine arts, visual and critical studies, and writing. Through these programs, the college has created a dynamic and interdisciplinary environment. Diverse cultural perspectives enrich the CCA community and the college believes that continuing to expand the horizons of the students and faculty is essential to achieving its educational objectives. With campuses in Oakland and San Francisco, CCA currently enrolls 1,950 full-time students.

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