EDUCAUSE (http://www.educause.edu), a highly creative, entrepreneurial, national nonprofit association whose mission is to advance higher education through the use of information technology, is currently seeking an Office and Facility Administrator to work in our Louisville, Co office. This is a full-time, non-exempt position with an hourly pay rate commensurate with skills and experience.
You will use your organizational talents to ensure that the Louisville office operations run seamlessly; you are the main contact for vendors, suppliers, and facility/maintenance contractors while also overseeing the day to day of workplace amenities such as the mailroom, office equipment, storage facilities, kitchen and meeting rooms. You will also provide logistical, planning, and administrative support to most of our operational departments including Human Resources, Accounting, Membership, and Conferences. To be successful in this position, you must have a great attitude, a passion for working with people, and a desire to have a positive impact on the culture at EDUCAUSE.
Office Services Management
Organize office operations and procedures to be efficient and compliant.
Ensure office spaces are well maintained and in good working order.
Maintain inventory of storage facilities on and off-site.
Develop request processes for office services including business card and name badge orders, workstation moves, and standard office equipment and furniture replacement.
Oversee mail services including shipping, deliveries, and postal meter; assist with mass mailing and obtain vendor bids for outsourcing large mailings.
Facilities and Vendor Relationship Management
Serve as liaison to the building management company: coordinate service orders, maintenance and repairs, and special requests for handyman support.
Identify and evaluate ongoing expenses associated with facility and supply maintenance; take appropriate action to control cost risks and/or assess if contracts need to go out for bid.
Provide service and product cost estimates and projections for new or proposed services/equipment when needed.
Maintain service repair schedules including required inspections and maintenance.
Schedule and coordinate office equipment service orders and repairs with vendors; coordinate with IT personnel for meeting room AV maintenance and technical issues.
Oversee custodial/janitorial services – coordinate cleaning schedule and supply stock.
Organization Support and Program Administration
Provide logistical and planning support for large meetings in the office; assist the Executive Assistant to the President or department leads with scheduling and use of conference rooms, ordering and coordinating the delivery of food and beverage, and providing basic guidance on the use of teleconferencing and videoconferencing technologies.
Assist HR and IT with on boarding and off boarding processes for employees; coordinate with HR, IT and Accounting for needed new hire or employee separation activities.
Coordinate the production and communication of EDUCAUSE logo wear program, deliverables, evaluate processes around purchase and distribution of the e-certificates; monitor redemption and refunds at the close of the ordering period.
Provide as-needed back-up support for the events registrar related to packing/shipping logistics for conferences.
Coordinates and oversees packing and shipping for the annual conference; may provide printing and mailing support as needed.
Education and Experience
You must have a high school diploma or GED; some college is preferred.
You should have experience in some or all of the following: office administration, shipping/receiving, facilities management, and executive support.
Knowledge, Skills, and Abilities
Knowledge of administrative and clerical procedures and systems such as managing files and records, designing forms, and other office procedures and processes; knowledge of basic accounting preferred.
Excellent written and verbal communication skills; ability to interact and communicate effectively with others across all departments, levels, and locations.
Strong organizational and time management skills; the ability to multitask and maintain attention to detail.
Demonstrated working knowledge of typical office technologies and applications including Microsoft Office Suite; familiarity with teleconferencing and videoconferencing technologies is a plus.
Customer service oriented and a passion for organization.
Ability to maintain confidentiality and maintain composure under pressure.
At EDUCAUSE, we recognize that the diverse backgrounds, talents, skills, and contributions of every individual improve and enhance the quality of the organization. Our goal is to be a diverse workforce that is representative, at all job levels, of the members we serve.
Our benefit package includes medical and dental insurance, employer paid life and disability insurance, paid vacation, paid sick time, paid personal time, ten paid holidays, tuition reimbursement, and a retirement plan with generous employer matching.
EDUCAUSE requires successful completion of background checks for all potential employees.
To apply, please respond with cover letter and resume specifying "Office and Facility Administrator” in the e-mail subject line.
EDUCAUSE actively engages with colleagues and universities, corporations, foundations, government, and other nonprofit organizations to further the mission of transforming higher education through the use of information technology. EDUCAUSE helps those who lead, handle, and use information technology to shape strategic decisions at every level. Through various programs and activities, EDUCAUSE and its members provide thought leadership on major issues. We help clarify the current environment, document effective practices, and highlight how emerging trends and technologies may influence the evolution of IT in higher education.
EDUCAUSE has offices in Louisville, Colorado and Washington, DC. The Louisville office houses the information technology, administrative, communication, conferences, and member services functions. The Washington DC office is the center of the association’s government relations and policy initiatives.