Facilities Coordinator

JOB INFORMATION

Title:

Facilities Coordinator - Upper Darby S D

FLSA:

Non-Exempt

Terms of Employment:

Technology and Other Non-Union Employees

Employee Group:

Administrative

Location

Central Office

Last Edited On:

10/20/2026 1:23:00 PM

ORGANIZATION

County:

Delaware

Entity:

Upper Darby S D

Department:

Facilities

Reports To:

Assistant Director of Operations

JOB GOAL

Ensure the school district facilities are adequately used by internal and external users. Provide expertise in space allocation and space optimization of district spaces. Oversee daycare, kindercare, and summer camp contract

ESSENTIAL FUNCTIONS

1. Understand and execute the District’s Policy 707: Use of School Facilities and related administrative regulations to run the program

2. Assist in hiring, training and retaining recreation custodians to cover after hour building usage

3. Perform weekly payroll of staff

4. Coordinate building coverage for after hour activities (evening and weekends) in a fiscally responsible manner

5. Coordinate meetings with youth serving user groups to coordinate events and share information

6. Review and recommend youth serving group certification

7. Provide customer services to all current and potential users, including but not limited to, creating user credentials, recovering passwords, helping identify suitable spaces, and explaining the school board policies

8. Provide cost estimates to facilities users

9. Approves and denies use of facilities requests by internal users, external users, and sanctioned school groups

10. Manage billing and receipt of use fo facilities fees. Ensure the fees are paid in a timely manner and deposit them to appropriate revenue codes

11. Inspect District facilities before and after use by approved groups to ensure site safety and cleaning standards are met

12. Generate various reports, including monthly Use of Facilities report for the School Board

13. Ensure the District’s academic calendar is reflected in use of facilities calendar to avoid any scheduling conflicts

14. Respond to emergencies and resolve issues

15. Make recommendations to the administration for potential policy changes

16. Make recommendations on building improvements to make the use of facilities more user friendly

17. Ensure work orders of rental spaces are completed in a timely manner

18. Create standard operating procedures for employees, internal and external users

19. Perform any other related duties as they relate to the Use of Facilities

20. Monitors and provides supplers in work requests initiations, assignment, closeout and reporting work orders

21. Monitor all service requests submitted from schools and provide initial screening

22. Provide support to school based personnel, such as secretaries or custodians, to properly submit work orders

23. Input service requests, including preventive maintenance work orders, directly in the work order system

24. Ensure all work orders are coded correctly for reporting

25. Ensure all work orders are addressed in a timely manner

26. Ensure wor requests are properly described in the work order management system

27. Communicate with all current and prospective vendors

28. Receive and document vendor quotes

29. Ensure all information, such as supplies cost, contract cost, or labor hours, are included in the work order before the work order can be reviewed and closed out

30. Initiate and receive communication with internal and external stakeholders

31. Generate various work order reports as-needed

32. Support schools and UDSD internal users to optimize use of facilities

33. Identify available spaces based on requirements from UDSD schools.

34. Coordinate logistics of moving within the School District

35. Coordinate summer use of school spaces in order to avoid space conflicts

36. Perform any other related duties as they relate to Space Allocation and Optimization

37. Manage the service contract to offer Daycare, Kindercare, and Summer Camp services in the UDSD facilities

38. Ensure the vendor performs the contract per the agreement

39. Review performance of the program and the service provider

40. Process accounts payables and/or accounts receivables

41. Liaise between the service provider, schools, and parents to resolve any issues

42. Perform any other related duties as they relate to the Daycare, KinderCare and Summer Camp Operations

Performs other duties as assigned.

Performs in accordance with school policy, administrative regulations, state and federal laws.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

Education Level

Education Details

Req

Pref

High School

X

Bachelors Degree

In Facilities Management, Engineering, or related field

Work Experience

Experience

Experience Details

5-7 years

Prior experience in facilities operations

SCOPE

Analytical Demands

A high level of analytical demands involve gathering and interpreting complex data and finding solutions to unusual and difficult problems.

Mental/Visual/Stress

Work which occasionally produces a high level of mental, visual and stress fatigue. Less than 20% of work time.

Sensory Abilities

Visual acuity and auditory acuity.

Ability to communicate effectively in all aspects of the job.

Temperament

Must possess excellent interpersonal skills.

Ability to make judgments and work under high level of stress.

Ability to work as a leader, coordinator and a member of a team.

Must be courteous and able to effectively manage job responsibilities.

Must be cooperative, congenial, service oriented, and promote these qualities.

Ability to work in an environment with frequent interruptions.

Ability to be respectful and empathetic.

Cognitive Ability

Ability to communicate effectively, to organize tasks, to handle multiple tasks, and to exercise good judgment.

Ability to follow written and verbal directions, to read and write, to communicate effectively, to organize tasks, to handle multiple tasks, and to exercise good judgment.

Ability to establish and maintain productive working relationships with staff, business associates, and general community.

Ability to work on multiple tasks and prioritize appropriately.

Ability to exercise initiative and make independent decisions to reschedule work to meet deadlines or to effectively handle emergency work.

Ability to recognize areas of concern relating to assigned areas of responsibility and propose or recommend appropriate solutions to problems.

Ability to work some evenings and weekends, sometimes with little or no notice.

Ability to recognize areas of concern relating to educational administration issues and propose or recommend appropriate solutions to problems.

Ability to identify and isolate issues and develop rational solutions to problems.

Ability to administer policy in a manner consistent with good judgment and sound rationale.

Ability to recognize changes occurring in society and their relationships to education.

Ability to generate genuine enthusiasm for positive and meaningful change.

Ability to understand up-to-date management methods and the ability to apply them to administration and instructional services.

Ability to maintain a high level of physical stamina, stability, and creativeness.

Ability to articulate a valid philosophy of education that recognizes the need for appropriate programs to serve a wide range of student abilities, needs, and interests.

Ability to deal with personnel considerations in a fair, firm, and equitable manner.

Ability to supervise others using acceptable human relations skills.

Ability to communicate in both oral and written form.

Ability to foster and maintain positive relationships with the Board, students, parents, and staff.

Ability to make appropriate decisions rapidly and with ease, using prudent judgment and common sense.

Specific Skills

Must possess leadership skills.

Must possess supervisory skills.

Ability to operate various office equipment.

Must possess active listening skills and conflict mediation skills

Plans and prioritizes assignments effectively. Able to handle several ongoing tasks and projects at once.

Able to adjust to changes in the work environment.

Reports to work on time, gives a full day’s work and makes effective use of time while on the job.

Maintains a good attitude toward administration, fellow employees and the public.

Maintains productive working relationship with immediate supervisor.

Demonstrates the ability to acquire the skill required to operate new and existing software and hardware.

Ability to compose clear, concise sentences and paragraphs.

Workplace Expectations

Ability to provide direction to others.

Ability to create and delegate assignments.

Shows initiative and the ability to complete assigned tasks without supervision.

Ability to communicate, comprehend and perform complex computations.

Ability to organize office setting to efficiently accomplish tasks.

Ability to work independently and make work-related decisions.

Ability to exercise good judgment in prioritizing tasks.

Ability to communicate effectively at all organizational levels.

Ability to appropriately handle confidential information in accordance with district policies.

Ability to use technology for group meetings, presentations (i.e. overhead, document camera, projector and video equipment).

Acknowledges individuals’ requests and handles them in a friendly and courteous manner.

Promotes a positive team environment through active cooperation with others.

Maintains awareness of the School District’s policies and procedures. Follows the chain of command.

When appropriate, incorporates progressive ideas/concepts into daily responsibilities.

Dresses appropriately for job environment.

Maintains an excellent driving record.

Standard ADA Settings

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Standard ADA Selection

Office

Classroom

Other(to include Physically Demanding Positions)

This factor measures the strength and stamina required in areas such as lifting, standing, and the frequency of doing these as necessary to perform the particular duties of the job.

Physical Demands

The physical requirements described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Physical Demand

Rarely

Occasionally

Frequently

Constantly

Weight

Driving/Operating Mobile Equipment

Use of Hand Tools (power or manual)

Use of Personal Protective Equipment

Use of Office Equipment (computer, printer, telephone, etc.)

Standing for extended periods of time

Walking for extended periods of time

Crawling

Climbing

Repeated Bending

Gripping/Holding

Reaching (above shoulder/at waist/below waist level)

Hearing (person to person, on the phone, in group settings)

Vision (near, midrange, far, peripheral, depth and color)

Lifting (Weight)

50 lbs.

Carrying (Weight)

The school recognizes that reasonable accommodations must be made to enable a qualified individual with a disability or disabilities to perform the essential duties and responsibilities of this job.

Working Environment

Working Condition

Typical office environment

Typical athletic training office/facility/environment

Subject to inside environmental conditions

Subject to outside environmental conditions

May be exposed to hazardous materials, body fluids, or disease

Subject to physical hazards, including conditions that may affect the respiratory system and/or skin