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Facilities and Administrative Coordinator (Exempt, 40 hours per week)

Facilities and Administrative Coordinator


Position Title:        Facilities and Administrative Coordinator (Exempt, 40 hours per week)


Reports to:            Chief Financial and Administrative Officer


Location:               Mathematical Sciences Research Institute

                                17 Gauss Way

                                Berkeley, CA 94720-5070

                                Telephone: 510-642-0143

                                Fax: 510-642-8609


Start:                      As soon as possible


Schedule:              Monday thru Friday, 7:30am - 4:00pm, occasional weekends or late evenings


The Mathematical Sciences Research Institute (MSRI) is an internationally renowned mathematics institute.  MSRI was founded in 1982 as an independent non-profit corporation located on a hillside overlooking the campus of the University of California at Berkeley. Its fundamental purpose is to further research in the mathematical sciences through major programs of a semester or a year, through workshops and through post-doctoral training. The Institute hosts an average of 80 researchers in residence at any given time and holds approximately 25 workshops per year with 60 -140 participants per workshop.  MSRI also engages in outreach to other sciences, to the public, and to various efforts in education, and it is active in encouraging diversity in the research population.


MSRI is recruiting for a Facilities and Administrative Coordinator.  The candidate will be responsible for day-to-day efficient oversight of building-related services including management of procurement and coordination of certain administrative and member services.


The Facilities and Administrative Coordinator is a key member of the MSRI Administrative team and will report directly to the Chief Financial and Administrative Officer. He/she will also work closely with the directorate, managers and other staff to enhance our guest and scientific member experience during their visits to MSRI.


Job Duties and Responsibilities


Facilities & Grounds – 30%

·         Responsible for overseeing the cleaning and maintenance of our leased office building

·         Arrange outside grounds upkeep (ie, gardening, weeding, irrigation system)

·         Obtain bids on building and grounds projects and submit recommendations to the Chief Financial and Administrative Officer for approval and funding

·         Work closely with the campus physical plant and zone supervisor to insure implementation of the lease agreement

·         Supervise contractors and inspectors on major building related projects

·         Coordinate with our Hill neighbors, ie, SSL, LHS, LBNL on Parking and Transportation issues

·         Maintain emergency kit, current safety procedures and exit routes

·         Serve as liaison to the Fire and Police Department on Campus

·         Manage the regular maintenance and repair of the HVAC system

·         Manage building and office security system[HB1] s


Member Service  – 30%

·         Generate check-in materials, distribution of office keys and update members' database files

·         Support the Program staff in the planning, purchasing and preparation for teas, luncheons and receptions for special events and governance meetings

·         Manage office space planning for members and visitors

·         Perform office reception and phone switchboard duties



Administrative – 20%

·         Manage the department budgets for facilities, office supplies and capital expenditures

·         As Chair of the Safety Committee, coordinate and maintain Emergency Preparedness/ Health and safety guidelines and arrange training and disaster simulations for employees, members and guest

·         Provide administrative support to members, workshop participants and staff

·         Maintain adequate off-site storage and coordinate the enforcement of the organization’s document retention policy

·         Perform other general office projects, as requested


Procurement – 20%

·         Procure office furniture, equipment (computer equipment not included) and general office supplies

·         Responsible for purchasing and storage of office supplies and food for events and teas

·         Manage companywide bid proposal process and lead other staff in the creation of standardized RFPs for the purchase of goods and services

·         Develop and implement a coordinated purchasing and receiving function

·         Support the Accounting staff in the management and reporting of purchase orders in the Financial Edge Accounting system





·         Bachelor’s degree in a related field or equivalency[HB2] 

·         At least 4 years facilities management related experience

·         Experience in day to day operations of not-for-profit service organization; experience within an academic or office environment desirable

·         Strong computer skills including database experience, MS Office Suite; expertise in using the internet (email and web) and financial software applications



·         Excellent communication and interpersonal skills when interacting with a diversity of individuals and/or groups; and compose a variety of documents, and/or facilitate group discussions

·         Experience working independently to manage and plan projects; multi-task across a number of activities; and schedule meetings and events

·         Perform standard bookkeeping/accounting procedures; and ability to work with basic budgeting

·         Familiarity with all major buildings systems including Electrical, Plumbing and HVAC

·         Demonstrated ability to anticipate maintenance issues, plan preventative measures, and train others on the use of high quality products, standards, and procedures

·         Basic understanding of contracts  

·         Ability to perform multiple, technical tasks with a need to periodically upgrade skills in order to meet changing job conditions 

·         Ability to evaluate and define issues and draw conclusions from reading government codes, regulations & laws related to the job functions; standard construction documents; health and safety standards; methods of industrial cleaning; and safety practices and procedures

·         Independent problem solving skills is required to analyze issues and create action plans including data analysis based on organizational objectives; and analyze data including gathering, collating, and/or classifying data    

·         Operate small tools and mechanical equipment using a variety of standardized methods

·         Some lifting, carrying, pushing, and/or pulling; some climbing and balancing; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity

·         Must have valid California driver's license, auto insurance and reliable transportation



This is a full-time exempt position with a competitive benefits package. Salary is commensurate with experience.


Applying for this position

If you meet the qualifications and have experience with the job duties, please submit in MS Word or Adobe Acrobat (PDF) the following 4 items of information addressed to the email listed above: 1. Cover letter, 2. Resume, 3. Three business references and 4. Wage history and requirement. Please note that only completed applications will be considered.

 [HB1]Was in the admin section


 [HB2]What is an associate degree