Facilities Coordinator

Position Summary

The Facilities Coordinator administers the daily operations, maintenance, and space management activities for assigned College of Arts and Science facilities, with primary responsibility for science and research buildings. Serving as the primary liaison between the College and Vanderbilt Facilities, Environmental Health and Safety (VEHS), Office of Emergency Preparedness, Planning, Design and Construction, and other institutional partners, this position coordinates facility operations to ensure safe, functional, compliant, and efficient learning and research environments.

The Facilities Coordinator manages moderately complex facilities operations, coordinates maintenance and renovation activities, supports capital and deferred maintenance projects, and evaluates building performance to improve operational efficiency and occupant satisfaction. This position partners with faculty, staff, students, researchers, contractors, and university service providers to deliver responsive facilities support that advances the College's academic and research mission.

About the Work Unit

The College of Arts and Science is Vanderbilt University's center for liberal arts education and interdisciplinary research. The College supports nationally and internationally recognized faculty, a diverse student body, and state-of-the-art teaching and research facilities across the humanities, natural sciences, and social sciences.

The College Facilities team provides strategic planning, operational oversight, project coordination, and customer service for academic, research, laboratory, classroom, and administrative spaces, ensuring facilities effectively support the College's teaching and research mission.

Key Functions and Expected Performance

1. Facilities Operations and Maintenance (40%)

• Coordinate maintenance, repair, renovation, and operational activities across assigned academic, research, laboratory, and administrative facilities.
• Administer daily building operations by coordinating preventive maintenance programs, custodial services, utilities, building security, and contracted vendor services.
• Partner with Vanderbilt Facilities to resolve operational issues, monitor work order completion, and communicate project status and service disruptions to building occupants.
• Develop sustainable response procedures for building emergencies, including flooding, utility outages, equipment failures, and other operational incidents.
• Evaluate building systems and equipment performance through inspections, service reports, and operational data to improve reliability, efficiency, and occupant satisfaction.

2. Project and Space Coordination (25%)

• Coordinate facility renovation, construction, and space modification projects from planning through completion while minimizing disruption to academic and research activities.
• Prepare and maintain technical documentation, project records, space data, and facilities reports.
• Collaborate with Planning, Design and Construction, architects, engineers, contractors, and university partners throughout project development and implementation.
• Support departmental space planning initiatives and identify opportunities to improve space utilization and operational effectiveness.

3. Safety, Compliance, and Emergency Preparedness (20%)

• Collaborate with Vanderbilt Environmental Health and Safety to support laboratory safety, hazardous materials management, regulatory compliance, and corrective actions.
• Partner with the Office of Emergency Preparedness to develop and maintain emergency action plans, fire prevention strategies, and building recovery procedures.
• Coordinate with Metro Nashville Fire Department and emergency response personnel regarding laboratory hazards, building systems, and emergency planning.
• Promote compliance with applicable building codes, life safety standards, university policies, and environmental regulations.
• Coordinate specialized operational systems supporting research environments, including freezer monitoring and other critical building support technologies.

4. Customer Service, Administration, and Continuous Improvement (15%)

• Serve as the primary facilities contact for assigned departments, interpreting service needs and coordinating support for academic, research, and special event activities.
• Manage departmental key requests, facilities documentation, asset inventory support, and related administrative processes.
• Deliver training and guidance on facilities systems and operational procedures, including Ready, OceaView, PreMedics, REDCap, and other university platforms.
• Build collaborative relationships with faculty, researchers, staff, students, contractors, and university partners to ensure responsive customer service.
• Identify opportunities to improve operational efficiency, maintenance response times, sustainability initiatives, and facilities processes.
• Provide recommendations regarding equipment replacement, facility improvements, and operational priorities.

Supervisory Relationships

This position does not have direct supervisory responsibility and reports administratively and functionally to the Associate Director of College Facilities.

Qualifications

Education

Required

Bachelor's degree from an accredited institution in Facilities Management, Construction Management, Architecture, Engineering Technology, Business Administration, Physical Sciences, Interior Design, or a related field.

Preferred

Professional certification such as Certified Facility Manager (CFM), Building Operator Certification (BOC), or other relevant facilities management credential.

Experience

Required

• Two to four years of progressively responsible experience in facilities operations, building maintenance, project coordination, construction administration, laboratory facilities, or a related operational environment.

Preferred

• Five to seven years of facilities management experience, preferably within higher education, research, healthcare, or laboratory environments.
• Experience coordinating renovation and capital improvement projects.
• Experience working with computerized maintenance management systems (CMMS), Oracle applications, and Vanderbilt enterprise systems.

Knowledge, Skills, and Abilities

• Knowledge of facility operations, preventive maintenance, and building systems.
• Working knowledge of HVAC, plumbing, electrical, mechanical, life safety, and building automation systems.
• Ability to read and interpret construction drawings, floor plans, specifications, and technical documentation.
• Knowledge of building codes, safety standards, and regulatory compliance requirements.
• Strong project coordination and organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent written and verbal communication skills with the ability to communicate technical information to diverse audiences.
• Strong customer relationship management and customer service skills.
• Ability to analyze operational data and recommend process improvements.
• Proficiency with Microsoft Office Suite and enterprise facilities management applications.

Vanderbilt Competencies

The successful candidate will demonstrate proficiency in the following Vanderbilt competencies (Level 3):

• Customer Relationship Building
• Customer Support
• Facility Management
• Facility Operations
• Health and Safety Standards
• Preventive Maintenance
• Project Controls
• Project Risk Management
• Property Maintenance
• Resource Allocation