Facilities Coordinator

Job Opening ID: 32381 - Position Number: 65398 - Job Code: 102566 - Apply Now

Job Summary

Provides administrative and facilities management support within the Music Facilities area of the Bienen School’s Office of the Associate Dean for Administration, Finance and Planning. As a collaborative member of the administrative team, supports the mission of the Bienen School of Music in coordination with central offices including NUIT, Facilities Management, Risk Management and others as needed. Reports directly to the Associate Director of Facilities and Operations and assists with the execution of a variety of administrative responsibilities in support of activities involving Bienen school facilities.

Principal Responsibilities

  • Coordinates scheduling and use of Music facilities, including academic activities, Music Academy, special events and room scheduling for other non-curricular activities of the Bienen School, University and external groups.
  • Manages day-to-day facilities operations; demonstrates and ensures the Bienen School’s mission, values, guidelines, policies, procedures, customer service standards and compliance are implemented and maintained.
  • Coordinates space rental agreements for other University and external groups. Organizes and manages security access, facility matters and any needed personnel for these activities. Maintains reports of inventory and space usage.
  • Assists with monitoring Bienen School facilities, directing requests to Facilities Management using FAMIS and processing requests for building and space improvements. This involves key distribution, arranging building access using the Millenium Access Control System and all security issues.
  • Serves as a secondary liaison, after the Associate Director of Facilities and Operations, to all faculty/staff relating to facility management and scheduling requests.
  • Other related duties as assigned or needed.

Minimum Qualifications

  • Bachelor’s degree or the equivalent combination of education, training, and experience from which comparable project management skills can be acquired.
  • Demonstrated experience in information technology, project or facilities management, preferably within an arts organization.
  • Exceptional attention to detail

Minimum Competencies (Skills, knowledge and abilities)

  • Adaptability – Works effectively in an environment in which the parameters may change daily; adjusts behavior to meet the needs of different people and situations.
  • Collaboration – Facilitates open and effective communication, cooperation and teamwork within and outside of one’s own team; respects the needs and contributions of others.
  • Collegiality - Being helpful, respectful, approachable, and team oriented building strong working relationships and a positive work environment.
  • Communication – Communicates effectively one-to-one, in small groups and in public speaking contexts; writes precise, well-organized emails, letters and proposals while using appropriate vocabulary and grammar.
  • Computer Proficiency - Successfully uses multiple software programs independently. Software may include Microsoft Office, applications such as PowerPoint, Word, Excel, email and web browsers.
  • Efficiency/Dependability - Effectively performs duties and responsibilities; displays attention to detail; supports organizational policies; anticipates demands/pressures of assignments and adjusts accordingly.
  • Ethics and Integrity - Follows through on commitments; incorporates honesty, respect and fairness in daily actions; demands trustworthiness from others; demonstrates courage and objectivity.
  • Initiative – Exhibits energy and desire to achieve; sets ambitious goals and acts decisively; takes action that no one has requested to improve or enhance job results and avoid problems.
  • Judgment - Demonstrates logic, rationality and objectivity; shows common sense; uses all available information to make educated decisions.
  • Meets Deadlines - Displays consistency and success in adhering to deadlines.
  • Organization - Plans, organizes and schedules in an efficient, productive manner; anticipates contingencies and pays attention to detail; targets projects or initiatives that require special attention and focuses on key tasks when faced with limited time and/or resources.
  • People Management - Setting clear expectations, reviewing progress, providing feedback and guidance, holding people accountable.
  • Quality/Compliance - Striving for excellence with our work processes and outcomes, honoring University policies and regulatory requirements.

 Preferred Qualifications

  • Administrative experience in a university setting, preferably working in a Music or Arts related environment.
  • Experience utilizing current and standard technology applications for management of administrative, project and facility management processes.
  • Working knowledge of database applications, PeopleSoft, Cognos, CAD, R25 software and/or other related space management systems.

Application Information

Apply Now

To apply for this position, you will need to submit your résumé, cover letter and references through the University's electronic recruiting system, eRecruit, using the job opening number or the job title. Please include the names and contact information for three references.

Once you apply, you will receive an email confirming submission of your resume. For all resumes received, if there is interest in your candidacy, the human resources recruiter or the department hiring manager will contact you. Review of applications will begin immediately and continue until a candidate is selected.

Northwestern University is an Equal Opportunity, Affirmative Action Employer. Members of
historically underrepresented groups are strongly encouraged to apply.