Facilities Utilization Specialist (IN-HOUSE ONLY) - Coast Community College District
Huntington Beach, CA
About the Job
(On-Campus/In-Person Position)
IN-HOUSE ONLY:
This position is open to internal permanent and temporary Coast Community College District (CCCD) employees to apply. External candidates are not eligible to apply. If you are not a current active employee with CCCD, please do not apply at this time.
About Golden West College
Located in beautiful Huntington Beach, California, Golden West College is a two-year college, serving over 10,500 students on a 122-acre campus. GWC offers over 60 Associate degrees, a strong university transfer program, more than 40 Career and Technical Education certificates, community education, and extensive student support services. Founded in 1966, Golden West College has been widely recognized for its pioneering leadership in designing learning-centered programs and services for its students. Additionally, GWC is an officially designated Hispanic-Serving Institution (HSI) and has an eligibility designation as an Asian American Native American Pacific Islander-Serving Institution (AANAPISI).
At Golden West College we are committed to providing high quality education and equitable outcomes through inclusive practices that support and celebrate everyone. We welcome candidates that share our devotion to educating and improving the lives of our representative students, employees, and community populations. Please visit the links below to learn more information about GWC:
Summary
Coordinates, schedules, and monitors use of College facilities for academic and/or non- academic events by the District and the community. Performs a variety of logistics support duties such as arranging for space, energy and lighting, staffing and security, food services, and cleanup. Prepares specialized records, contracts and reports for facility use.
Distinguishing Career Features
The Facilities Utilization Specialist is a specialized position requiring the ability to provide a variety of logistics, contracting, and support to offering and scheduling district and campus facilities for internal and fee-based use, and to provide support to intra-campus classroom and office moves.
Essential Duties and Responsibilities
Specific duties may vary among departments, divisions and jobs. Incumbents typically perform a substantial portion or all of the following kinds of duties, as assigned:
- Coordinates and updates non-instructional and instructional facility use with internal and outside organizations on a continual basis. Processes facility requests and generates calendar of events reports.
- Accepts requests for facilities use, reviewing applications for accuracy and completeness, obtaining approvals, verifying insurance coverage and compliance, determining fees, and communicating decisions and instructions to applicants.
- Provides information to staff and external customers on availability of facilities, fees, insurance and other requirements. Attends and participates in meetings impacting facility plans, schedules, and usage.
- Determines the type and availability of space and equipment needed for non-instructional use of the facilities to include theaters, conference areas, and athletic venues. Estimates costs of equipment, set-up, overtime and/or other costs using approved fee schedules.
- Provides prospective users with facilities layouts and tours to assist in selection, layout and set-up of the best fit for rental facilities. Schedules use of lighting, multimedia, and HVAC services requested by facilities users.
- Coordinates with district and campus departments for event support needed in the preparation, set-up, operation and sequencing of events, including clean-up. Arranges with maintenance staff to optimize facility energy usage.
- Meets with administrators, faculty, staff and event representatives to organize operation and support services connected to District events and internal moves.
- Coordinates, schedules and supports construction and maintenance teams by handling arrangements for moves to include furniture, fixtures, classroom infrastructure, and signage.
- Provides analytics to ensure optimization of facilities schedules and usage.
- Prepares and distributes schedules showing all district activities (including room and venue changes) for general information and for Maintenance, IT, Custodial, and Public Safety Services to ensure adequate support.
- Prepares requisitions, invoices, payroll, and billing records in connection with services provided to facility users and processes invoices for payment.
- Compiles data depicting event performance, scope, and size. Records administrative, financial, and other data to support internal and State agency reporting. Maintains records and archives of facility use.
- May track problems connected with invoiced accounts receivable and balances of services that have used college facilities.
- Maintains a positive image from the district, college, and its community-based facility users. Assures coordination and compliance with laws, ordinances, and the District’s risk management policies.
- Performs other related as assigned that support the objectives of the position.
- Performs a variety of administrative tasks in support of the preparation, upkeep and maintenance of Maintenance and Operations budgets including maintenance, grounds keeping, mailroom and custodial. Gather a variety of statistical, budgetary and related data from on-line system.
- Coordinate special and routine projects.
- Design and/or format new forms, bulletins and manuals; explain practices, policies and procedures.
- Provide input on personnel related matters such as tracking employee time off, review vacation overages with Director, track employee absence reports, hourly employee days, completing epafs and time cards.
- Serve as the coordinator, trainer and lead for the College Key Card access system, responsible for keyless remote access from offsite or after hours, Maintain and troubleshoot the system as required.
- Lead, train and provide technical assistance to staff on 25Live, troubleshoot 25Live issues.
- Knowledge of HVAC controls and fire alarm systems at all campuses.
- Assist the Director in the management of Bond and Capital Outlay projects.
- Act as a college resource working with architects, vendors, staff, faculty, District Personnel and general public where knowledge of District policies, procedures and regulations are necessary.
- Works independently to answer correspondence, perform specialized technical administrative work and assist with issues at the various learning centers.
- Assist and coordinate the implementation of goals, objectives, strategies and work plan for an assigned area.
- Research and make recommendations to improve operations and administrative policies, procedures and practices for college with respect to facilities, Maintenance and Operations and mailroom.
- Manages stadium during rental and campus events including scheduling and directing staff, coordinating set-up and take-down using internal and external resources, can coordination with campus users, in order to maintain an efficient and safe environment.
- Performs other related duties as assigned that support the objective of the position.
- Required to abide by all District policies and procedures including Board Policy 3050 – Code of Professional Ethics.
Job Type: Classified Staff
Location: Golden West College, Huntington Beach, California
Agency: Golden West College
Source : Coast Community College District