Hybrid Facilities Analyst bei The College of the Florida Keys

About the Department

General Description: 

The Facilities Analyst supports the Executive Director of Facilities in the administrative coordination and day-to-day operations of the department. This role focuses on recordkeeping, budgeting, compliance tracking, project coordination, and operational planning. The position works to support department-wide functions, ensuring the efficiency and effectiveness of facilities operations through strong organization, communication, and analytical support. While primarily administrative, the Facilities Analyst may assist with event logistics, cross-train with operations staff, and provide occasional backup support, as needed.

Position Duties

Essential Job Duties:

1. Assist with renovations, maintenance projects and disaster preparedness. 
2. Support compliance efforts related to facilities operations by organizing documentation, maintaining required records, and monitoring regulatory deadlines.
3. Create and maintain purchase requisitions and procurement records for supplies, services, and capital projects; reconcile invoices. 
4. Assist with preparing, monitoring, and reporting on the departmental budget, including compiling data and tracking expenditures.
5. Coordinate regular reviews and updates to the Facilities Procedures Manual to ensure alignment with current practices and regulatory requirements.
6. Maintain organized records and logs for service contracts, project files, purchase orders, key/access control, and College vehicle maintenance.
7. Monitor and manage the flow of service requests and work orders in the College’s work order system, ensuring timely entry, tracking, and follow-up on high-priority or incomplete tasks. 
8. Maintain up-to-date contact lists for vendors, contractors, and service providers to support coordination and communication.
9. Support the Emergency Management Team by attending meetings and preparing detailed minutes, including follow-up actions and responsible parties.
10. Coordinate meeting schedules, inspections, and vendor visits; maintain and update the Facilities department calendar.
11. Assist with College vehicle reservations, coordinate routine inspections, and maintain records related to preventative maintenance and usage.
12. Cross-train with Maintenance Operators to provide occasional backup support for facilities operations and event setup when needed or as directed. 
13. Remain reasonably accessible by phone for business purposes, including occasional off-hours support for scheduled events or departmental needs.
14. Assist in all College recruitment & retention efforts as appropriate.
15. Required to attend Fall and Spring CFK Graduation/Commencement.
16. Other related duties as assigned.

(These essential job functions are not to be construed as a complete statement of all duties performed.  Employees will be required to perform other job-related marginal duties as required.)

Minimum Qualifications

Knowledge, Abilities, and Skills:

• Understanding of, and commitment to, Equal Access/Equal Opportunity.
• Ability to communicate effectively, both verbally and in writing (emails, reports, and other written documentation). 
• Knowledge of College mission, policies, procedures, and services.
• Proficient in the use of technology. 
• Must be self-directed and able to work independently while meeting deadlines, reporting requirements, and ensuring the running of a safe location.
• Ability to be detail oriented and organized.
• Ability to plan and schedule work, make decisions, delegate (if applicable), and provide accurate reporting.
• Ability to maintain effective working relations with the college community.

• Associate’s degree from an accredited institution required.
• Three years of directly related experience required.
• Prior experience working in a college or similar setting preferred.

• Valid Florida Driver's License

• Ability to drive a vehicle.
• Ability to lift and carry up to 50 pounds.
• Ability work on a ladder.
• Ability to bend, climb, stand for long periods of time.

• Normal office/construction environment. Manual labor will be required.
• Works routinely inside and outdoors.

Other Qualifications

Please submit all materials online.  Contact the Office of Talent Acquisition, Development, and Accountability at [email protected] or (305) 809-3118 if you need assistance.

Employment Consideration Requirement:   Completed CFK application, cover letter, resume, and post-secondary transcripts as applicable (unofficial and/or copies are acceptable, but must provide official transcripts within 30 days of employment).

Please Note:   Transcripts from non-U.S. colleges and universities will require a U.S. academic equivalency evaluation from a credential evaluation service recognized by the U.S. Department of Education. Please visit https://www.naces.org/ or https://aice-eval.org/ for more information.   

E-Verify Notice of Participation: This employer participates in E-Verify.  If you accept an offer of employment, this employer will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the U.S.  For more information, please visit E-Verify.

Notice of Non-Discrimination:   The College of the Florida Keys does not discriminate on the basis of race, color, national origin, ethnicity, age, sex (including sexual orientation and gender identity), marital status, military status, protected veteran status, genetic information, religion, pregnancy, or disability in its programs, activities, or employment practices. The following persons have been designated to handle inquiries and grievances regarding the non-discrimination policies:

• Civil
  Rights Compliance Officer: Promise Clark-Kimbio, Manager, Office of Talent Acquisition, Development and Accountability, (305) 809-3151 or [email protected]
• Title IX Coordinator:  Jessica Losardo, Director, Advancement, (305) 809-3198 or [email protected]
• Disability Services:  Nicole Gerrard, Executive
  Director, Student Success Services, (305) 809-3262 or [email protected]