Facilities Coordinator

Are you a dynamic administrative professional with a passion for public service? Put your talents to action by developing collaborative and positive working relationships while managing our facility efforts. If you have strong organizational skills and enjoy seeing projects to fruition, this is the job for you

The Oregon Department of Early Learning and Care is excited to announce a permanent opening for a Facilities Coordinator (Administrative Specialist 2).

Oregon is home to over 275,000 children, birth to kindergarten entry. Our state has an opportunity to change how it supports these children and their families and, in doing so, put itself on the path to an even brighter future. Overwhelming evidence tells us that investing in young children and their families has a lasting impact across their lifetime. Now is your chance to be part of an agency that will have positive impacts on current and future generations of young children and their families.

This position will have the ability to work a hybrid schedule but primarily work in the office (4 days per week in-office).

More about us:

This position is part of (DELC) which is an agency that prides itself on enabling Oregon's young children and families to learn and thrive. We are responsible for overseeing the state’s Early Head Start, Head Start, Prenatal to Kindergarten, and Relief Nurseries programs, licensing Oregon’s child care providers and developing systems that coordinate regional cross sector partnerships through Early Learning Hubs. DELC partners with local Child Care Resource and Referral organizations to provide professional learning, coaching, consultation and other quality improvement opportunities for early learning and care providers.

Considering a career with us means that you value dedication, integrity, and collective wisdom and that you are eager to employ values rooted in equity to benefit Oregon’s children and families. We value diversity and support a positive and welcoming environment where all of our employees can thrive. Those who fill these positions will join a new team of dedicated and passionate professionals. Our teams promote a collaborative, proactive culture of continuous improvement with a focus on quality implementation and impactful outcomes for children and families.

As our state, counties, and cities become more diverse, it is imperative now more than ever that we focus on evolving practices to achieve increased equity, diversity, and inclusion in all of our work. Our goal is to lead with courage externally and internally. This means challenging ourselves to do things differently and refining current practices that ensure we continue to make strides towards equity.

The Department of Early Learning and Care supports a work life balance, where employees are supported in an environment where they can thrive.

What you will do:

The purpose of this position is to plan, execute and manage facilities-related operations and maintenance issues for DELC. This position coordinates the entire facility operations process on an agency-wide basis to ensure a smooth flow of services and operations which includes tracking, scheduling and delivery of services from in-house and contracted skilled and semi-skilled trades workers.

This position is also responsible for explaining agency procedures and policies and resolving problems through discussion and explanation of information. This position serves as the liaison across DELC teams, and between DELC and the Oregon Department of Veteran Affairs (ODVA) for all facility-related tasks and projects (DELC’s main office is within ODVA’s headquarters building). As part of this work, this position must interpret laws, rules, policies and procedures, and apply these interpretations to specific situations; assist DELC’s Deputy Director of Operations in administrative research, analysis, evaluation, and interpretation; and resolve and gain compliance through negotiation with internal and external parties. This position’s work is concentrated on facilities, maintenance, remodel projects and working with vendors which requires in-depth knowledge of the facility operations. This position ensures all applicable facilities and project documents are stored appropriately such as warranties, preventive maintenance procedures, and user guides.

What we are looking for:

• Three years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis

OR

• An associate degree in general office occupations and two years of secretarial or administrative support experience that includes coordinating office procedures, preparing narrative and statistical reports, and administrative data collection and analysis

OR

• An equivalent combination of education and experience.

In addition, we are looking for applicants that have the following Desired Attributes:

• Experience providing facility-related services and requests such as: shipping and maintaining supplies, tracking maintenance requests, working with vendors, card or photo ID creation
• Experience managing projects from inception to completion
• Familiarity with procurement processes such as conducting needs assessments, determining appropriate strategy and negotiating outcomes
• Ability to prepare and provide accurate and timely data to inform ongoing operations and monitoring efforts
• Excellent attention to detail, including ability to compose important documents paying attention to accuracy, grammar, and punctuation
• Skill in interpreting information, policies and procedures and applying interpretations to specific situations
• Ability to identify issues and seek multi-faceted solutions for management consideration
• Experience providing equity-driven customer service and interpersonal skills for team members and internal and external customers
• Skilled in interpersonal communication; demonstrated ability to build and maintain relationships with a variety of internal and external partners

The Oregon Department of Early Learning and Care strives to create an inclusive environment that welcomes and values the diversity of the people we serve. We foster fairness, equity, and inclusion to create a workplace environment where everyone is treated with respect and dignity.  Candidates of all racial and ethnic backgrounds, as well as bilingual/multicultural individuals, are encouraged to apply.

What’s in it for you?

When you join the Oregon Department of Early Learning and Care, you are joining a fast-paced, creative environment with colleagues who are passionate about public service and building early childhood equity statewide.

• Excellent benefits package for the employee and qualified family members with a very low monthly out-of-pocket cost. In addition to standard medical benefits and employee leave, the state also provides additional optional benefits, such as basic life insurance, short-term disability, long-term disability, deferred compensation savings program, and flexible spending accounts for health care and child care expenses;
• 11 paid holidays per year;
• 3 paid "Personal Business Days" per year that you may use at any time;
• 1 additional paid “Special Day” per year that you may use at any time;
• 8 hours of sick leave accumulated every month;
• Progressive vacation leave accrual, with increases every 5 years;
• if you have federal student loan debt or are thinking of going back to school, then you will want to look into this program. If you make 120 qualifying payments on your student loan while working full time for a qualifying employer, your student loan debt may be forgiven.

To Apply:

The screening of candidates will be based on a review of an attached resume (limit to two pages). While a cover letter is not required, it is highly encouraged. If you submit a cover letter, please tailor it to the position and address your experience with the desired attributes listed above. Candidates whose backgrounds most closely match the desired attributes and experience section as outlined in this announcement will be invited to interview.