Facility Coordinator Job Description
FLSA status: Exempt
OCC Group: Administrative and Related
Job code: R43552
Approval: Original signature of State Court Administrator approval available in the Human Resources Division, signed 10/29/2009.
 
GENERAL STATEMENT OF DUTIES
Responsible for coordination and administrative support of a Colorado Judicial Branch training facility including building access, building supplies, building condition, general reception, and meeting/training room scheduling. This position also provides administrative support to the Judicial Education program.
 
DISTINGUISHING FACTORS
This position is distinguished from other classes due to serving as the on-site facility coordinator for a training facility, and the focus on the scheduling of meetings/trainings in a multi-room training facility. The position reports to a Staff Development Administrator.
 
ESSENTIAL FUNCTIONS OF THE POSITION
Schedule rooms and use of the facility.  Mediate and address conflicts regarding scheduling of space.  Work with various training groups to address priorities and issues.  Manage building resources to create an appropriate education and training environment that match the needs of various training programs.   
 
Communicate with the field to inform people of building and meeting space availability. 
 
Serving as the general receptionist as training participants come into the building, assisting training staff with break service, and providing general information on the area and building use. 
 
Maintains general accounting and fiscal functions including, but not limited to: forecasting budget, processing invoices and vouchers, preparing monthly expenditure reports, and compiling year end summaries.
 
Provide administrative support for judicial education programs and Chief Judge meetings.
 
Communicate with SCAO Division Directors regarding procedures and training facility issues.
 
Managing the building, including: access, monitoring building supplies, condition, staffing the facility. Open and close facility daily. Work directly with landlord, janitorial services, elevator vendor, and emergency services on building/property issues that arise. 
 
Maintain office supplies, building supplies and postage. Provide reports to suppliers. Code, route, and track invoices.
 
Establish and maintain strategic relations with vendors, suppliers, personnel, landlord, tenants and community organizations. 
 
Establish and oversee catering, hotel, and supply vendors including set-up, review and oversight of direct billing.
 
Communicates administrative policies, directives and rules and regulations.
 
Conducts or participates in special projects and committees. 
 
Participate in training administration.
 
Organizes and schedules meetings and special events.
 
Compiles and analyzes statistical data for planning purposes. Provides input and participates in projects designed to plan for the future of the court, division, or program. 
 
Some travel is required.
 
Attend and/or coordinate meetings and trainings as required.
 
Perform other duties as assigned.
 
SUPERVISORY RESPONSIBILITIES
No formal supervisory responsibility. Responsibility for one's own work product. Rarely provides lead function, advice, or explains work instructions to other employees or volunteers.
 
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each of the above essential functions satisfactorily. The requirements listed below are representative of the knowledge, skill, and ability required of the employee on the job, and describe the physical and environmental conditions and requirements of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
EDUCATION and EXPERIENCE
Graduation from a college or university with a bachelor's degree in a related field is required and one year of experience managing multiple use facilities, including scheduling and coordination of events, and conference planning and coordination.
OR
Graduation from high school or equivalent with five years of experience as described above.
 
PHYSICAL DEMANDS
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to walk; sit; use hands and fingers and reach with hands and arms. The employee is frequently required to stand and walk, and may be required to crouch and climb. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.
 
WORK ENVIRONMENT
This position is subject to many interruptions and may be required to handle multiple calls and inquiries at once. Work within the office environment is usually moderate.

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