Summary of Position:
This position is one component of a professional team that provides innovative administrative support to achieve the mission of the BioTechnology Institute (BTI); the Department of Ecology, Evolution, and Behavior (EEB); and the Department of Plant Biology (PBIO); and The College of Biological Sciences (CBS)
As facilities and events representative, this position gathers project goals and objectives for facility and event needs. Maintains ongoing communication and engages with stakeholders throughout projects. Analyzes past and current procedures and makes recommendations for improvement.
Position is represented by AFSCME Clerical Bargaining Unit. Dues or Fair Share deductions will be made.
Salary Range: $32,656.00 - $54,932.80 (DOQ)
Essential and Other Functions:
50% - Facilities Planning, Management and Improvement
-Communicate events and issues to department regarding emergencies, construction and disruptions.
-Maintains data for department space. Reviews and coordinates approvals on all departmental access requests and permissions.
-Serves on building advisory committee.
-Serves as liaison to department members; faculty, staff and students and to University Services Campus Operation units for communications.
-Ensures contact lists for departmental spaces are current.
-Serves as Liaison for University Inventory Services regarding coordination of review of departmental capital equipment.
-Serves as Departmental Access Coordinator; orders and issues all departmental keys, maintain records of all access activities, reports lost and stolen keys.
-Communicates important updates and product impacts.
-Reviews all space assignments. Updates the Space Management database to reflect current use.
-Organizes lab clean-out and reorganization of space.
-Communicates regularly with respective building safety officers and lab managers to ensure compliance.
25% - Event Planning, Management, and Improvement
-Plan and manage events and meetings logistics and execution, including partnering with College’s Facilities Manager to coordinate safety and security procedures and ensure ADA compliance with venues (e.g., emergency response plan, attendee special needs).
-Develop and manage events communications and record keeping. Work with College communications department to design and oversee development of publicity and marketing related to events.
-Proactively develop and manage events budgets, and thorough attention to detail and follow through, and with Departments’ accounting coordinator track expenses to minimize unplanned expenditures and stay in budget for all events. Conduct research and recommend vendors, suppliers and assist negotiations for best value. Provide data to assist Department Heads and Administrator in forecasting annual events budget needs and planning.
-Provide coordination of retreats and symposia; and assist events planning and support for faculty recruitment process, special seminar and colloquium series, and scientific retreats and symposia. Coordinate and schedule and speakers’ visits; prepare and organize materials for committee meetings, handle data entry; make room reservations.
-Process purchase order requests for event expenses
15% - Performs other duties as assigned or necessary to accomplish the Department’s mission and the College’s strategic and operational objectives
-Staff faculty search committees; Coordinate and schedule faculty candidates’ travel for interviews; prepare and organize interview schedules of candidates; maintain data on searches
-Serve on departmental and college committees
10% - Accounting Support
- Process purchase order requests for event expenses
- Process honorariums and expense reports for invited guests and speakers
-Serve as back-up for non-event expense reimbursements and purchase order requests