Facilities Furniture, Fixtures and Equipment Coordinator
Claremont McKenna College

Equal Opportunity and Nondiscrimination Statement                                    In addition to its commitment to a harassment-free educational and working environment, the College is an equal employment opportunity employer. The College is committed to a policy of equal employment opportunities for all applicants and employees and complies with all applicable state and federal laws on the matter. The College does not unlawfully discriminate on the basis of race, color, religion, sex (including gender, pregnancy, childbirth, or related medical conditions), gender identity, gender expression, national origin, ancestry, age, physical disability, mental disability, medical condition or medical leave, marital status, sexual orientation, or any other category protected by law. The College also prohibits the harassment of any employee on any of these bases.Location:Claremont, CAJob Posting Title:Facilities Furniture, Fixtures and Equipment CoordinatorJob Details and Requirement:

BASIC FUNCTION:

The Facilities Furniture, Fixtures and Equipment Coordinator performs a broad range of administrative duties supporting the Office of Facilities and Campus Services. Primary responsibilities will include, but are not limited to, general office administrative front office support, tracking, managing, purchasing, budget reconciliation and updating the furniture fixtures and equipment for the facilities department. The Facilities Furniture, Fixtures and Equipment Coordinator also helps support the report/data management for CMC and works closely with furniture and moving vendors.

Position reports to the Assistant Vice President for Facilities and Campus Services. Responsibilities are performed independently under the general supervision of the Assistant Vice President of Facilities and Campus Services.

The position requires strong organization skills, attention to detail, initiative, judgment and discretion. The successful candidate must have the technological ability and aptitude to work with the department's systems and external vendors, the capacity to manage multiple priorities, and work well in a diverse and fast-paced environment. Daily duties will change, as priorities and cyclical projects vary throughout the year.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

ESSENTIAL FUNCTIONS:

Front Office Responsibilities:

The Furniture, Fixtures and Equipment Coordinator will perform the following essential functions at Story House Front Desk:

• Help answer the main Facilities telephone lines, forward calls, take messages/notify staff when appropriate. Responsible for closing office at the end of the day ensuring filing cabinets/key cabinet/doors are locked and phone is forwarded.
• Greet visitors, direct them to the appropriate person or handle as appropriate. Handles walk in/phone requests, contacting employees by radio when necessary and/or urgent.
• Input works orders when phoned in by CMC Staff/Faculty/Students or reported by Facilities staff via radio. If urgent, contact employees by radio for the next action to be taken (either to call a CFS shop or to relay a message to the requestor).
• Help oversee the CFS and vendor check-in process.

Functions - Furniture, Fixtures and Equipment:

As Primary Administrator for furniture, fixtures and equipment:

• Input work orders received via in-person requests, phone requests, and email in regards to furniture, fixtures and equipment.
• Support Work Order system (CMMS) processes - including entering data, following up on progress, updating, closing and customer service for work orders per procedure.
• Track open work orders and re-prioritize as necessary in coordination with appropriate supervisors (less urgent work orders to become more urgent the longer they are outstanding)
• Coordinate assignment of open work orders, in coordination with appropriate supervisors
• Process vandalism and chargeable work orders and billing in coordination with DOS department per procedure.
• Review the Room Condition and Inventory Log.
• Help coordinate invoices for students in regards to room damage and/or furniture violation charges, distribute those requests for completion, and work with the Director of Student Accounts to process the invoices.

Facilities Project Coordination:

• Help coordinate with the Asst. VP in regards to furniture request, ergonomic evaluations and capital request furniture projects. Help gather estimates and floor plans for approval.
• Inventory all furniture across campus, academics, residential, dinning and staff locations.
• Research pricing for supplies and vendor services as requested by Supervisors
• Manage the furniture budget from approved capital projects list and renewal and replacement projects (SL)
• Research lead times and other purchasing timeliness concerns, communicate time frames to requestors as requested by Supervisors
• Maintain list of pending Work Orders and furniture request
• Manage vendors and moving teams when onsite.
• Work with faculty, faculty support and staff for any furniture request
• Assist Supervisors with punch-list walks as needed for projects

Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.

The successful candidate will also be able to perform the following essential functions:

• Take and follow directions.
• Work cooperatively with others.
• Receive and respond appropriately to constructive criticism.
• Display a positive attitude.
• Balance multiple tasks and priorities
• Performs other essential duties and tasks specific to the position.

QUALIFICATION STANDARDS:

EDUCATION:

Any combination of education, training and/or experience equivalent to High School Diploma or High School Diploma, GED or equivalent combination of education and experience is required. Bachelor's degree or some college course work is preferred.

EXPERIENCE:

A minimum of 3 years of job-related experience with increasing responsibility is required. Experience in private or public educational facilities is preferred.

LICENSES:

A valid driver's license or equivalent means of reliable transportation to off-site meetings and events is required.

A valid driver's license is required to drive College-owned vehicles and the ability to be insured under the College's authorized driver's policy.

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES: Individual must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of knowledge skills and abilities.

• Must possess strong technology skills and familiarity with Microsoft Office products.
• Must have the ability to work independently exercising discretion and judgment in the performance of job responsibilities as well as work collaboratively with team members.
• Excellent organizational, time management and attention to detail skills. Ability to manage multiple projects simultaneously.
• Proven, effective problem-solving skills.
• Must possess exceptional organizational and time management skills to complete work with accuracy and a keen attention to detail.
• Responsibility for follow-up on actions based on various team projects.
• Ability to interact well with faculty, staff and students from diverse academic, cultural and ethnic backgrounds.
• Must be efficient in prioritizing work on simultaneous projects with an ability to meet deadlines.
• Demonstrate effective, accurate and clear communication with excellent/strong verbal, written, interpersonal, reading, phone, and customer service skills. Follow all written and verbal instructions, asking questions as needed for clarification of
• Must be able to process confidential information with discretion.
• Recognize limitations of time and skill to understand when to request assistance.
• Ability to work occasional scheduled and unscheduled overtime (including evenings and weekends).

REQUIRED HOURS: The regular hours for this full time position are 8:00 a.m. to 5:00 p.m., Monday - Friday. Overtime, holiday, weekend and evening work hours will be required. Regular hours may vary due to needs of the College or division. This is a twelve month position.

CLASSIFICATION AND STATUS:

This is a regular, full-time, non-exempt position.

This is a benefits-eligible position.

Supervisor - AB1825: No

Mandatory Reporter - CA Penal Code: No

Responsible Employee - Title IX: No

Campus Security Authority - The Clery Act: No

Required On-site or Remote Personnel: No

During an emergency, Required On-site or Remote Personnel provide services that relate directly to the health, safety, and welfare of the College, ensure continuity of key operations, and maintain and protect College properties. On-site Personnel are expected to come to work in emergency situations unless they are specifically excused by their departments. On-site Personnel are required to report to Campus to perform required function. Remote personnel can continue operations without physically reporting to campus.

If yes, is this position:

On-Site: No

Remote: Yes

IPEDS Category Job Code: 43-0000 Office and Administrative Support Occupations

PAY RANGE:

$30 - $33 per hour

PHYSICAL REQUIREMENTS: Light (up to 20 lbs.)

SUPERVISORY RESPONSIBILITY: None

GROOMING AND APPEARANCE: The Claremont Colleges seek to maintain a neat and professional image at all times.

BACKGROUND CHECK: The successful candidate will be required to undergo a full consumer background check. Certain positions will require the successful completion of a post-offer physical agility test. Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with requirements cited in this job description.

ADA/OSHA: This job description defines the essential or fundamental job duties of this position. It is assumed that employees hired for this position can perform the essential functions of this job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title 1 of the Americans with Disabilities Act (ADA) and the Occupational Safety and Health Administration (OSHA). Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose.

DISCLAIMER: This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this position. Duties and responsibilities can change and develop over time, accordingly the College reviews job description on a periodic basis and may make changes of business necessity.

AT-WILL EMPLOYMENT: Employment with the College is "at-will" meaning that the terms of employment may be changed with or without notice, with or without cause, including, but not limited to termination, demotion, promotion, transfer, compensation, benefits, duties, and location of work. There is no agreement express or implied between the College and you for continuing or long-term employment. While the College has every hope that employment relationships will be mutually beneficial and rewarding, employees and the College retain the right to terminate the employment relationship at will, at any time, with or without cause. The President is the only person who can modify or alter the at-will employment relationship.

Claremont McKenna College hires and promotes individuals on the basis of their qualifications, consistent with applicable state and federal laws, without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, pregnancy, breastfeeding or related medical condition, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, medical condition, genetic characteristic or information, military and veteran status, or any other characteristic protected by state or federal law.  Inquiries may be directed to the Director for Human Resources, 528 N. Mills Avenue, Claremont, California 91711-4015, (909) 621-8490.  All applicants must complete and submit an online application to be considered for an open position.

Employment is contingent upon new employee providing documents verifying U.S. citizenship or, for aliens, documents verifying legal permission to work in the United States, applicant's acceptability for positions requiring use of a college vehicle is contingent upon a driving record acceptable to the College's automobile liability insurance. Promotion from within is encouraged whenever qualified employees of Claremont McKenna College are available. Interested employees of the College are urged to contact the Office of Human Resources if qualified for any open position. Please do not contact departments directly.Disability Accommodations                                                                                    In compliance with applicable laws ensuring equal opportunities to qualified individuals with a disability, CMC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual (applicant or employee) with a disability if the disability affects the performance of essential job functions, unless the accommodation results in an undue hardship for the College. Employment decisions are based on the merit and not an individual's disability.               An applicant or employee who requires an accommodation should contact the immediate supervisor and the Human Resources Office. If multiple accommodations are identified that do not pose an undue hardship for the College, the selection of an accommodation will be at CMC's discretion. To request disability accommodation for any part of the application or hiring process, please contact Human Resources at (909) 621-8490 or hr@cmc.edu for assistance.

---