The Facilities Support Specialist provides comprehensive administrative and operational coordination for the Facilities Department by managing the department''s administrative processes, purchasing support, inventory systems, key control, fleet coordination, facilities scheduling, and departmental records. This position serves as the primary coordinator for the department''s 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.
Major Responsibilities
Administrative Operations
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.
Purchasing & Financial Coordination
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.
Asset & Inventory Management
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.
Key & Access Control Administration
Administers the department's 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.
Fleet Coordination
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.
Space Scheduling & Event Coordination
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.
Customer Service & Department Support
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.
Minimum Qualifications
Preferred Qualifications
Knowledge, Skills, and Abilities
Physical Demands
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
Work‑Life 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 future-because when our employees thrive, our students and communities thrive too. For more information on Ivy Tech Benefits, visit https://careers.ivytech.edu/benefits.
Note: 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 College's Title IX Coordinator or to the US Department of Education Office of Civil Rights.