Summary : The University Operations Coordinator provides vital administrative and logistical support to the University Operations Department, with a primary focus on coordination between Facilities and University Conferencing. This role ensures that the campus environment-its buildings, grounds, and event spaces-reflects excellence, hospitality, and stewardship consistent with Concordia's Christian mission. The coordinator serves as the central communication link among Facilities, Custodial, Landscaping, Campus Safety, and Conferencing teams to facilitate effective operations, event readiness, and continuous improvement in service delivery.
Essential Duties and Responsibilities include :
To perform this job successfully, an individual must be able to accomplish each of the below duties satisfactorily :
Facilities Coordination
- Serve as the daily point of contact between Facilities leadership and University Operations for maintenance requests, work orders, and capital improvement tracking.
- Monitor preventive maintenance schedules, inspections, and project timelines to ensure tasks are completed efficiently.
- Coordinate vendor visits, equipment deliveries, and contracted services with minimal disruption to the campus community.
- Maintain records of facilities projects, compliance inspections, and work order history.
- Support inventory and procurement of operational supplies, ensuring appropriate documentation and budget compliance.
Conferencing Coordination
Collaborate closely with the University Conferencing team to support conferencing setup, breakdown, and facility readiness.Ensure communication between Conferencing, Custodial, Maintenance, and Campus Safety to provide seamless guest and client experiences.Assist in confirming room layouts, audiovisual needs, service and set-up requirements prior to events and conferencesSupport conferencing with the preparation of contracts and creation of invoices.Help ensure all conferencing-related tasks, timelines, and financial records are organized and maintained.Assist in walking through dorm rooms as needed to ensure everything meets established standards.Monitor event schedules and follow up on post-event resets, cleaning, and condition reports.Support coordination of internal and external events to ensure alignment with University priorities and facility availability.Administrative and Operational Support
Provide direct administrative support to the Vice President of University Operations and Directors within the department.Support transportation logistics as neededProcess and submit bus and van invoices under $2,000.Assist with departmental communications, project summaries, reports, and meeting preparation.Track budgets, purchase orders, and vendor invoices for facilities and conferencing functions.Maintain accurate calendars, shared schedules, and operational documentation.Support special projects, audits, and campus initiatives such as safety inspections, sustainability programs, and facility upgrades.Availability to work occasional weekends to support events and related activities as needed.Education and / or Experience :
Associate's or Bachelor's degree preferred in Business Administration, Facilities Management, Hospitality, or a related field.Two or more years of experience in facilities, event operations, or administrative support-preferably in a university, hospitality, or property management environment.Excellent communication and organizational skills with a strong attention to detail.Ability to manage multiple priorities, deadlines, and stakeholders in a fast-paced, service-oriented environment.Proficiency in Microsoft Office Suite, Google Suite, work-order or scheduling systems, and standard project tracking tools.Demonstrated commitment to Concordia University Irvine's mission of developing wise, honorable, and cultivated citizens informed by the Gospel of Jesus Christ.Preferred Attributes
A hospitality mindset that reflects Concordia's culture of service, care, and professionalism.Strong interpersonal and collaborative skills with the ability to communicate effectively across diverse departments and constituents.Initiative to identify and resolve operational issues proactively.Professional discretion and sound judgment when handling sensitive information or campus matters.A positive, solutions-oriented attitude, willing to assist wherever needed.Desire to contribute to a Christ-centered educational environment and to model Concordia's core values of grace, integrity, and excellenceFull Time Staff, Non-Exempt
$20 - $26.26 / hr
Health, vision, dental, and life insurances. Retirement plans with employer matching.
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