Facilities Operations Specialist

Facilities Operations Specialist

General Description:
The Facilities Operations Specialist provides administrative, operational, procurement, and financial support for campus Facilities operations. This role exercises independent judgment to coordinate work orders, manage budgets and purchasing, ensure compliance with state and college policies, and support facilities staff, vendors, and campus stakeholders.

*This position is eligible for telework after completion of state one-year probationary period.*

Duties and Tasks:

• Serve as a primary point of contact for Facilities Office, responding to inquiries and coordinating activities.
• Maintain filing systems, tracking tools, and office operations.
• Schedule meetings and support Facilities staff and projects.
• Manage and track work orders in the college CMMS system including entry, assignment, and follow-up.
• Prioritize requests and ensure timely service delivery.
• Provide reports and identify trends for the Facility Manager.
• Process purchases using eVA and the state purchase card (P-card).
• Coordinate with vendors and resolve purchasing and service-related issues.
• Track and reconcile invoices, expenditures, and budget activity.
• Monitor departmental budgets and prepare financial reports.
• Manage purchasing card (P-Card) responsibilities, including obtaining the card within 60 days of eligibility, ensuring compliance with all procurement policies, maintaining accurate documentation, and meeting audit and reconciliation requirements.
• Support emergency response efforts and maintain emergency contact information.
• Coordinate safety training with FPSS Operations Coordinator.
• Assist staff with systems.
• Maintain confidential personnel and departmental records.
• Ensure timely submission of required documentation and compliance with applicable policies and procedures.
• Exercise independent judgment in prioritizing work and resolving operational issues.
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KSAs:

• Ability to prioritize work.
• Strong organizational, administrative and customer service skills.
• Excellent command of the English language and proofreading skills.
• Ability to work independently and to deal with people in a patient and friendly manner.
• Good telephone etiquette.
• Ability to interpret and follow oral and written rules and regulations.
• High initiative, positive attitude, and detail orientation.
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Minimum Work Experience:

• Experience in administrative, operations, or facilities support.
• Experience with the Microsoft Suite (Word, Excel, PowerPoint) .
• Experience supporting budget and procurement processes.
• Valid driver's license an acceptable driving record.
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Additional Considerations:

• Experience with eVA, AIS, HRMS, or work order systems.
• Experience in facilities or public sector operations.
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For further information and to Apply:

VCCS is an Equal Employment Opportunity employer.

Salary/Compensation: $55,000 - $65,000 per year