Reporting to the Director, Custodial Services, the Facilities Planner will be responsible for integrating the day-to-day program and administrative support for the Custodial Services department and interact with other respective CUF Operation Shops. Planner/Coordinator (P/C) shall understand the common Financial processes not limited to Procurement and Accounts Payable, & will work with Custodial Managers & Supervisors to ensure information flow is managed efficiently. P/C will interface with Finance Department, Department Program Manager and Supervisors daily in preparing purchase requisitions, recovery and contracts in compliance with Columbia University (CU) Procurement and Accounts Payable policies; in addition, with support from Supervisors, together track and process invoices for payment in a timely manner in conformance with CU standards; P/C will perform data entry, coordinate, but not limited to Maximo WO, Skier/Unifier & Kronos process including performing high volume Work Order ticket, coordinate with managers/supervisors to close-out billable and non-billable tickets in Maximo; perform time keeping duties with direction from Custodial Managers in Kronos for a Union Staff of 200+ employees weekly.
The Facilities Planner shall perform other administrative functions within the Department to support the Managers and to maintain organization of all documentation work-flow so that these documents can be monitored, explained, and managed with minimum efforts by others. Work with Managers/Supervisors to perform other administrative duties: filing, office/document organization (e.g. policies and memos are in one central location), coordinates internal and external meetings as necessary and schedule appointments; arranges conference calls; screens telephone calls and visitors. Under supervision of Managers: prepares drafts correspondence and narrative. Assist Managers in preparing Power Point presentations as needed; attend and record meeting minutes for Department Meetings.
Additional responsibilities include developing and maintaining an orderly set of In-house Central files for all projects under the purview of the Custodial Director and Managers. With direction from Managers, develop and maintain current budget estimates and budget work sheets to streamline the Procurement and A/P processes.
Perform additional duties as assigned
Bachelor's degree or its equivalent in experience, plus a minimum of 3-5 years related experience required
Strong computer skills and knowledge and experience working with spreadsheets required.
Excellent oral, organizational and written communication skills required.
Must be able to work under minimal supervision and manage multiple tasks.
Proficient in Microsoft Office Programs not limited to Excel, Word, Microsoft Projects and Power Point.
Campus is spread-out over 7 MM square feet and involves considerable moving about.
Previous experience in a Custodial Administration background preferred.
Equal Opportunity Employer / Disability / Veteran
Columbia University is committed to the hiring of qualified local residents.
Internal Number: 504539
About Columbia University
Columbia University is one of the world's most important centers of research and at the same time a distinctive and distinguished learning environment for undergraduates and graduate students in many scholarly and professional fields. The University recognizes the importance of its location in New York City and seeks to link its research and teaching to the vast resources of a great metropolis. It seeks to attract a diverse and international faculty and student body, to support research and teaching on global issues, and to create academic relationships with many countries and regions. It expects all areas of the university to advance knowledge and learning at the highest level and to convey the products of its efforts to the world.