Assistant Operations Coordinator Jobs in Rochester, NY

Who We Are: Golisano Institute for Business & Entrepreneurship is a small, non-profit post-secondary institution committed to advancing the next generation of business leaders without the burden of debt. We empower individuals to take ownership of their personal success, become valuable contributors to their employers, and drive regional economic growth through an entrepreneurial mindset.

Our Commitment to Diversity, Equity, Inclusion and Belonging: Golisano Institute for Business & Entrepreneurship is dedicated to fostering an inclusive and diverse community. We welcome and encourage applications from individuals of all backgrounds, identities, and experiences. We are an equal opportunity employer and value the unique perspectives and contributions that each person brings to our team. We strive to create an environment where all members of our community feel respected, valued, and supported.

POSITION SUMMARY:

The Campus Center Logistics Coordinator (CCLC) at Golisano Institute for Business & Entrepreneurship plays a vital support role within the Operations & Auxiliary Services team. Reporting directly to the Assistant Vice President of Operations & Auxiliary Services, the CCLC provides hands-on assistance with daily operations, facilities management, logistics planning, and administrative coordination across departments. This role serves as a key connector between operations, facilities, and departmental functions—ensuring that campus systems, spaces, and services operate efficiently and align with institutional standards. The CCLC contributes to the smooth execution of day-to-day activities by coordinating maintenance and support tasks, monitoring facility conditions, assisting with vendor and contractor scheduling, and facilitating communication between departments to anticipate and address operational needs.

The CCLC ensures that the Institute’s facilities are well maintained, organized, and operating efficiently. Responsibilities include assisting in the execution of the building maintenance plan and schedules, performing daily inspections and spot checks, coordinating contracted services, and maintaining accurate documentation of operational activities. The CCLC also supports the management of Operations & Auxiliary Services student workers, working closely with departmental leads to ensure student employees are scheduled appropriately based on departmental needs and Institute activities. This includes working with the Director of Human Resources to ensure student workers respond promptly to documentation and compliance requests, while maintaining general oversight of Operations & Auxiliary Services student employees to support scheduling, accountability, and performance within the student worker program.

The ideal candidate is dependable, organized, detail-oriented, and service-driven — someone who thrives in a dynamic environment and enjoys supporting both people and processes to help the Institute run smoothly. A successful candidate will remain calm under pressure, adapt quickly to unexpected challenges, and maintain a high level of professionalism and warmth. A commitment to proactive hospitality, continuous improvement, and alignment with the Institute’s mission of fostering innovation and entrepreneurial excellence is essential.

MAJOR RESPONSIBILITIES (ESTIMATED% OF TIME):

Facilities & Operations Support (40%)

• Support the execution of the building maintenance plan and preventive maintenance schedules to ensure the Institute’s facilities remain safe, functional, and well maintained.
• Conduct daily and routine spot checks of key facility areas to verify cleanliness, safety, and overall quality standards.
• Oversee the completion of daily restroom and facility inspection checklists to ensure consistent upkeep.
• Coordinate and communicate scheduling needs for contracted maintenance and custodial workers to avoid conflicts and minimize operational disruptions.
• Manage the PIPE system for daily building and zone checks, ensuring that facility coverage and operational documentation are accurate and up to date.
• Collaborate with the Assistant Vice President of Operations & Auxiliary Services and departmental leads to support ongoing facility improvement projects, maintenance initiatives, and operational enhancements.
• Maintain detailed records of maintenance work orders, vendor schedules, and building operations activities for tracking and reporting purposes.
• Serve as a point of contact for operational requests, ensuring timely response and resolution.

Logistical & Departmental Support (25%)

• Oversee the Campus Center calendar, collaborating with departments to schedule Institute-wide workshops, meetings, and events to ensure efficient space utilization.
• Coordinate and respond to room booking requests, maintaining an organized and accessible scheduling process.
• Assist faculty and staff with classroom configurations, equipment setups, and other logistical needs to support teaching and operations.
• Provide administrative support to departments, including document preparation, mail distribution, and communications.
• Support the Finance and Administration team with travel arrangements, reimbursements, and related documentation when needed.
• Coordinate logistics for interdepartmental meetings, workshops, and special projects to ensure seamless execution.

Student Worker Oversight (10%)

• Support the overall management and coordination of Operations & Auxiliary Services student workers in collaboration with departmental leads.
• Ensure student employees are scheduled appropriately to meet departmental needs, campus events, and operational priorities.
• Work with the Director of Human Resources to ensure student workers respond promptly to required documentation and compliance requests.
• Provide general oversight of Operations & Auxiliary Services student employees, promoting accountability, task completion, and consistent communication with supervisors.
• Assist in maintaining accurate student-worker records and contribute to performance feedback and evaluations to support growth and alignment with Institute standards.

Access Management: Students, Visitors and Staff (10%)

• Manage the sign-in and check-in process for visitors and guests, ensuring all required identification and authorization steps are followed.
• Maintain accurate records of visitor badge assignments, access updates, and any changes to building entry permissions.
• Ensure students badge-in daily at designated stations for attendance tracking and safety accountability.
• Enforce building access policies and procedures to maintain a secure, well-regulated campus environment.

General Institute Support (5%)

• Provide cross-functional support to campus departments to ensure the smooth operation of Institute activities.
• Participate in Institute-wide initiatives and contribute to process improvements that advance operational efficiency and student experience.
• Maintain confidentiality, professionalism, and a service-oriented approach in all interactions with staff, students, vendors, and guests.

QUALIFICATIONS:

EDUCATION

• Associate degree or equivalent experience (indicate specific field, if required)
• Valid driver’s license (indicate required class)

EXPERIENCE

• Minimum of 3–5 years of combined experience in operations, facilities management, logistics coordination, or administrative support in an educational or corporate environment.
• Experience supporting cross-departmental initiatives, maintenance programs, or vendor/contractor coordination.
• Proficiency in Microsoft Office applications (Word, Excel, Outlook, and PowerPoint) and familiarity with scheduling or facilities management systems such as PIPE or EMS.
• Experience providing customer service and administrative support in a fast-paced, service-oriented environment.
• Certification or coursework in facilities management, operations, business administration, or a related field is a plus.

EXCEPTIONAL SKILLS

• Demonstrated experience in operations, facilities coordination, or logistical support, with a strong understanding of building systems and maintenance processes.
• High level of professionalism, discretion, and integrity, particularly when handling confidential or sensitive information.
• Proven ability to build and maintain strong working relationships with faculty, staff, students, vendors, and contractors.
• Outstanding organizational and multitasking skills, with the capacity to manage multiple priorities, projects, and deadlines simultaneously.
• Ability to work independently while collaborating effectively within a cross-functional team environment.
• Excellent written and verbal communication skills, with an emphasis on clarity, diplomacy, and responsiveness.
• Strong problem-solving and analytical thinking abilities, with a keen attention to detail and follow-through.
• Technical proficiency in using facilities and operations management systems (such as PIPE) and standard office technology (Microsoft Office, scheduling software, etc.).
• Proven ability to adapt quickly to changing priorities and remain calm under pressure in a fast-paced environment.
• Commitment to continuous improvement, proactive hospitality, and service excellence, aligned with the Institute’s mission and values.
• Flexibility to work occasional evenings or weekends in support of events or operational needs.

PHYSICAL REQUIREMENTS

• Ability to stand and walk for extended periods while coordinating and supporting campus events and activities.
• Ability to lift, carry, and move event-related materials and equipment weighing up to 30 pounds on a regular basis.
• Ability to bend, stoop, reach, and move tables, chairs, signage, and other event equipment during event setup and breakdown.
• Ability to work a flexible schedule, including occasional evenings and weekends, to support Institute events and campus activities.
• Ability to work both indoors and outdoors and travel between campus locations or off-site event venues as needed.