Facilities Support Specialist

The Facilities Support Specialist provides comprehensive administrative and operational coordination for the Facilities Department by managing the departments administrative processes purchasing support inventory systems key control fleet coordination facilities scheduling and departmental records. This position serves as the primary coordinator for the departments business operations ensuring efficient workflows accurate documentation responsive customer service and compliance with College policies and procedures.

The Facilities Support Specialist works collaboratively with Facilities leadership campus departments vendors and contractors to support the safe efficient and effective operation of campus facilities.

Coordinates the daily administrative operations of the Facilities Department by maintaining departmental records coordinating communications managing documentation supporting Facilities work requests coordinating vendor visits and deliveries overseeing shipping and receiving activities and ensuring administrative processes are completed accurately and efficiently.

Coordinates departmental purchasing activities by processing purchase requisitions standing orders purchase card transactions invoices and change orders while maintaining accurate purchasing records and ensuring compliance with institutional purchasing policies and procedures. Serves as the primary administrative resource for purchasing communication between Facilities staff and vendors.

Maintains departmental inventory systems and fixed asset records by coordinating inventory activities supporting institutional audits tracking grant-funded equipment and ensuring inventory documentation remains accurate complete and compliant with College requirements.

Administers the departments key control records by maintaining key inventories issuing and receiving campus keys maintaining electronic access device assignments documenting custody records and supporting campus physical security through accurate access management.

Coordinates departmental vehicle operations by scheduling vehicle usage maintaining maintenance and fuel records coordinating service appointments processing vehicle registration and licensing documentation and preparing utilization reports.

Coordinates reservations for common and outdoor campus spaces utilizing College scheduling systems collaborates with campus departments regarding scheduling requests and coordinates Facilities support requirements for campus events.

Provides professional customer service to faculty staff students vendors and contractors by responding to inquiries assisting with departmental projects supporting operational initiatives and performing other duties as assigned.

• High school diploma or GED required.
• Associate degree in Business Administration Office Administration Facilities Management or a related field preferred.
• Minimum of three (3) years of progressively responsible administrative office coordination purchasing facilities support or operations experience.
• Demonstrated experience utilizing computerized administrative systems.

• Experience working within higher education or a large multi-department organization.
• Experience with purchasing inventory control fleet coordination or facilities operations.
• Experience using enterprise resource planning (ERP) systems.
• Experience coordinating multiple projects simultaneously.

• Demonstrated organizational and project coordination skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities while meeting established deadlines.
• Strong attention to detail and accuracy.
• Excellent customer service and interpersonal skills.
• Ability to establish and maintain effective working relationships across multiple departments.
• Ability to interpret and apply College policies and procedures.
• Ability to exercise sound judgment when coordinating departmental operations.
• Ability to maintain confidential information.
• Proficiency in Microsoft Office Suite.
• Ability to learn and effectively utilize institutional software systems including Workday Banner Ivy Market 25Live and Facilities management software.

Frequent sitting standing and walking. Frequent use of computers and standard office equipment. Occasional lifting of materials weighing up to 25 pounds. Occasional travel throughout campus locations.

Hourly Pay Rate: $18.00 to $20.00 per hour based on experience

Ivy Tech is committed to supporting the well-being growth and financial security of our full-time faculty and staff. Our comprehensive benefits package includes:

Health & Wellness

• Multiple medical plan options paired with a Health Savings Account with a generous employer contribution

• Dental plan with no-cost preventive services and coverage for orthodontia

• Vision plan with low-cost exams and allowances for glasses or contact lenses

• Employee Assistance Program offering no-cost confidential counseling sessions legal consultations financial planning consultations and other resources

• Wellness program with opportunities to earn $250 in Wellness Rewards

• Flexible Spending Accounts for healthcare (limited purpose) and dependent care

Retirement & Financial Security

• 10% employer retirement contribution fully vested after two years

• Basic life insurance equal to annual salary paid by the College with optional supplemental coverage

• Short-term and long-term disability benefits

Educational Benefits

• Fee remission for employees spouses and dependent children

• Tuition assistance for undergraduate graduate and doctoral programs

• Paid professional development opportunities

WorkLife Balance

• Generous paid time off including vacation sick leave holidays and winter recess

• Flexible work arrangements where available

• Paid childbirth recovery leave (8 weeks)

• Paid parental leave (4 weeks)

Additional Perks

• Eligibility for Public Service Loan Forgiveness

• Additional discounts on gym memberships transportation and various retail services

Ivy Tech is proud to offer benefits that support your health your family and your futurebecause when our employees thrive our students and communities thrive too. For more information on Ivy Tech Benefits visit Employees who re-hire with the College within 180 days of leaving a full-time position with the College may be eligible for additional benefits depending on their bridged seniority date.

Ivy Tech Community College is an accredited equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race color ethnicity national origin marital status religion sex gender sexual orientation gender identity disability age or veteran status. As required by Title IX of the Education Amendments of 1972 Ivy Tech Community College does not discriminate on the basis of sex including sexual harassment in its educational programs and activities including employment and admissions. Questions specific to Title IX may be referred to the Colleges Title IX Coordinator or to the US Department of Education Office of Civil Rights.