College of Charleston

HVAC Shop Coordinator - Charleston

Charleston, SC

Job Description

HVAC Shop Coordinator

Posted: Tuesday, 8/15/2023
POSTING INFORMATION

Internal Title
HVAC Shop Coordinator

Position Type
Classified

Faculty / Non-Faculty / Administration
Non-Faculty

Pay Band
4

Level
4

Department
HVAC Shop

Job Purpose
Under the general direction of the HVAC Shop Supervisor, HVAC Shop Coordinator works closely with the other members of the HVAC shop, other Facilities Management work units such as Trades and Maintenance Services, Facilities Architecture and Engineering, Facilities Finance office, and Campus Planning, outside vendors, and other college departments.

The position is responsible for administrative coordination and management of the HVAC shop’s daily operations.
  • Serves as HVAC Shop Coordinator in the HVAC Shop Group within the Facilities Management Division.
  • Plans, coordinates, and provides program management support under limited supervision.


Minimum Requirements
High School Diploma and three (3) years of relevant administrative experience is required. Associate’s degree and at least one year of administrative experience pertinent to facilities is highly preferred. Experience in a higher education facilities setting is preferred.
Must have excellent written and verbal communication skills. Excellent phone and customer service skills are required. The ability to integrate, interpret, and communicate information from diverse sources to address complex issues is required. Must have strong interpersonal, organizational and motivation skills. Skill in organizing resources and setting priorities is required.
Must have the ability to establish and maintain effective working relationships with a variety of individuals throughout a diverse campus community while maintaining a professional demeanor at all times. Must be capable of initiating, coordinating and completing multiple projects and complex administrative tasks simultaneously, with minimal supervision, while ensuring deadlines are met. Must have the ability to take initiative in assessing and resolving problems and anticipating future needs. Candidates with an equivalent combination of experience and/or education are encouraged to apply.

Required Knowledge, Skills and Abilities
Must have excellent attention to detail and strong analytical, research, and problem-solving capabilities. Ability to analyze and interpret data is essential. Must be a self-starter that can be flexible and adjust to changing priorities and direction at short notice. The ability to act decisively, calmly and effectively in emergency situations is required.
Must have a cooperative and collaborative working style. Must have a broad appreciation and undertaking of complex organizational issues and priorities, and the ability to make decisions for the benefit of the entire campus. Advanced knowledge and a thorough understanding of contemporary issues related to facilities management on a college campus is desired.
Must be skilled with databases, spreadsheets, PC/Mac and Microsoft Suite (Outlook, Word, Excel, and PowerPoint). Experience with Adobe and Photoshop is strongly preferred. Experience with Banner products, PeopleAdmin, and AiM Facilities Management software is preferred. Prior experience using a work order management system is a plus.

Additional Comments Regarding Position

Special Instructions to Applicants
Please complete the application to include all current and previous work history and education. A resume will not be accepted nor reviewed to determine if an applicant has met the qualifications for the position.
  • Salary is commensurate with education/experience which exceeds the minimum requirements.
Offers of employment are contingent upon a successful background check.
All applications must be submitted online https://jobs.cofc.edu.

Salary
  • $35,535 - $47,500

  • Posting Date
    08/14/2023

    Closing Date
    09/14/2023

    Benefits
    • Insurance: Health/Dental/Vision
    • Life Insurance
    • Paid Leave: Sick/Annual/Parental
    • Retirement
    • Long Term Disability
    • Paid Holidays
    • Free CARTA Bus Service
    • Employee Tuition Assistance Program (ETAP)
    • Employee Assistance Program (EAP)
    • Full Benefits Package – Click Here

    Open Until Filled
    No

    Posting Number
    2023149

    EEO Statement
    The College of Charleston is an Affirmative Action/Equal Opportunity employer and does not discriminate against any individual or group on the basis of gender, sexual orientation, gender identity or expression, age, race, color, religion, national origin, veteran status, genetic information, or disability.

    Job Duties

    Activity
    Serve as primary support to HVAC shop in Facilities Management. Organize meetings, activities, and schedule updates, etc. Prepare and present regular progress updates to appropriate management channels.

    Essential or Marginal
    Essential

    Percent of Time
    10

    Activity
    Performs office administrative responsibilities and organizes, develops, and implements procedures for recording, classifying, distributing, and filing documentation, reports, communications, and administrative forms. Greet clients and/or suppliers, answer the telephone, and reply to emails and other contacts.

    Essential or Marginal
    Essential

    Percent of Time
    10

    Activity
    Serves as the onboard coordinator and timekeeper for program areas. Provides technical and professional assistance to assigned program areas, coordinates payroll, procurement, and personnel activities, and acts as the administrative coordinator’s backup.

    Essential or Marginal
    Essential

    Percent of Time
    10

    Activity
    Assist in the daily process of HVAC preventive maintenance by verifying accuracy. Review the workload, set priorities, and help with staff assignments to control the workload. Ensure all
    work orders are fully completed at the end of the month. Assist with scheduling and assigning work orders. Check work order flows to ensure proper documentation is provided. Create AiM Purchase Orders, E-Procure carts, receivers and disbursements and invoices. Make
    recommendations, create, maintain, and update shop procedures with the assignment of the HVAC team. Generate and distribute shop outage notifications.

    Essential or Marginal
    Essential

    Percent of Time
    40

    Activity
    Serve as property custodian, keeping track of all materials, equipment, and parts, as well as keeping a log of vehicle maintenance and tracking in compliance with agency procedures. Dispatch work orders via AIM and cell phone.

    Essential or Marginal
    Essential

    Percent of Time
    10

    Activity
    Work with closely with Inventory Specialist to ensure all parts of an assigned project are processed, organized, and progressing according to predetermined timelines and deliverable dates. Ascertain that invoices, requisitions, and other financial documentation are submitted via AIM and E- Procure and vendors are reimbursed as scheduled. Communicate with Building Liaisons and work order requestors on schedules and work progress. 10%

    Essential or Marginal
    Essential

    Percent of Time
    10

    Activity
    Serve as the supporting program areas’ coordinator for program training. Keep program areas’ staff informed of training opportunities and needs and assist in developing training materials for technicians. Keep track of training certifications and license expirations. Participate in the HVAC Apprentice program. Visit career fairs at organizations that take part in our program areas.

    Essential or Marginal
    Essential

    Percent of Time
    5

    Activity
    Compile and distribute minutes, plan meetings and events, prepare agendas, select locations, and plan arrangements for guests and speakers. Set up in-person and online meetings with the team.

    Essential or Marginal
    Essential

    Percent of Time
    5

    College of Charleston At A Glance

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