Coordinator of Management Services - Onondaga Community College

The Coordinator of Management Services serves as a main point of contact on campus and plays a key role in assisting the Assistant Vice President (AVP) of Management Services with organizing and coordinating various functions of the department including purchasing, office equipment, telecommunication systems, contract administration, insurance (workers' compensation, auto, property and liability), and vendor relations. This position requires exceptional organizational skills and strong collaboration with both internal and external stakeholders.

• Enter and complete purchase requisitions/purchase orders for Management Services and Duplicating; assist other departments throughout the year as needed.
• Process requisitions for yearly cost of monthly phone plans for departments of Safety & Security, Facilities, Liberty Partnership, Residence Life, and ITS.
• Create blanket purchase orders for maintenance on 33 copiers on campus with pricing increase each year.
• Provide training support to new employees with Colleague Purchasing module.

Contract Administration

• Maintain organized records of all contracts and agreements and associated documentation (vendor, personal service, affiliation and performance agreements, etc.); monitor expiring contracts and process renewals as necessary; create new contract files.
• Assist AVP with drafting and reviewing contracts to ensure they align with College standards and requirements; forward contracts to vendor once finalized.
• Assist AVP with bid opening including drafting award letters.
• Create new Memo of Understandings for Early College, College Credit Now, OCC Advantage, Workforce Development, Fire Training, Syracuse City Schools, Counseling, etc.
• Obtain proper signatures on all contractual documents and forward executed copies as appropriate.
• Work with chairpersons to draft new affiliation agreements per request or renewals; ensure agreements are executed and documentation is handled appropriately.
• Track lease agreements from Events team and ensure vendor has executed the agreement in a timely manner.

Insurance (Liability, Auto, Property, Workers' Compensation)

• Complete auto and liability insurance applications and related documentation; serve as point person for the insurance policies; report auto and incident reports as needed.
• Work with insurance company representatives throughout the year for adding & removing cars, changes to policy, adding and removing snow removal equipment at proper times.
• Provide College Transportation policy to all employees required to drive College-owned vehicles and submit appropriated documentation to insurance company.
• Maintain files of all vehicles, registrations and drivers; complete paperwork to register new vehicles and surrender license with the DMV.

Telecommunications

• Serve as point person on campus for all telephone moves, adds, changes; install phones and maintain phone software.
• Work with phone system vendor (Meridian) for repairs and maintenance.
• Work with call centers, i.e. Student Central & Helpdesk, for daily reports and changes to call flows, recordings, etc.
• Create and update voicemail system.
• Maintain Colleague system updates for employee listing: room, building, extension, etc.
• Place orders for new and replacement cell phones.
• Work with cellular phone representative (Verizon) on plans, cancellations, replacement dates and purchasing.

Office Equipment

• Set up new copiers with department name and budget code, coordinate and work with Toshiba for maintenance on all copiers.
• Work with ITS Department for new IP address to allow for scanning and printing to copier; enter email addresses for employees for scanning.
• Serve as member of Campus Safety Committee and provide input regarding insurance-related items; serve as point of contact for information and training options for the Committee with Gallagher and Hartford insurance.

MINIMUM QUALIFICATIONS

• Associate's degree from a regionally accredited college, university or foreign equivalency with two years of administrative/coordinative experience.

• Bachelor's degree from a regionally accredited college, university or foreign equivalency.
• Experience with contract administration
• Experience in office administration
• Bilingual in English and Spanish. English and another language will be considered

• Ability to work independently and as part of a team
• Strong written and verbal communication skills
• Excellent organizational and time management skills
• Keen attention to detail
• Customer-service oriented
• Hands-on experience with technology: office machines and equipment
• Competency in Microsoft office applications including Word, Excel and Outlook

Additional Information

• Salary range is: $44,000 - $55,000, commensurate with credentials and relevant experience.
• Onondaga Community College offers a generous and competitive benefits package including:
• New York State Local Retirement System (pension) or an Optional Retirement Plan (401a).
• Excellent health, dental, and vision insurance plans (qualifying domestic partner included).
• Onondaga Community College participates in the Public Service Loan Forgiveness program for eligible borrowers.

Application Instructions

• To be considered, please submit a resume and cover letter at time of application.
• The three (3) references listed on the application must be professional references, one of which must be a current or former supervisor. Finalists will be contacted prior to references being checked.
• Offers are contingent upon the completion of a background check, and official transcripts are required upon hire.

Please contact [email protected] if you have questions.