Admin Coord - Facilities

RUSVM

Ross University School of Veterinary Medicine (RUSVM) is the number one provider of Doctors of Veterinary Medicine (DVMs) to the U.S.* and offers a DVM program that is accredited by the American Veterinary Medical Association Council on Education. Located on St. Kitts, RUSVM includes the Ross University Veterinary Clinic and is accredited by the American Animal Hospital Association. A cutting-edge curriculum, with innovative use of technologies and simulations, provides the best possible training for tomorrow’s veterinarians.

RUSVM prepares students to become veterinary leaders by drawing connections among animals, people and the planet, as a member of the One Health Initiative. We offer research programs focused on emerging infectious and zoonotic diseases, conservation medicine and ecosystem health. Visit veterinary.rossu.edu for more information, and follow RUSVM on Instagram, Facebook and LinkedIn.

We operate on a hybrid schedule with four in-office days per week (Monday–Thursday). This approach enhances creativity, innovation, communication, and relationship-building, fostering a dynamic and collaborative work environment.

*Based on the total number of DVM graduates at RUSVM compared to U.S. schools in 2024.

About Covista

Covista is America's largest healthcare educator, serving more than 97,000 students and supported by a community of 385,000 alumni across five accredited institutions. Through personalized, tech-enabled education powered by 10,000 faculty and colleagues, Covista expands access to healthcare careers and addresses the U.S. healthcare workforce shortage at scale. Covista is the parent company of American University of the Caribbean School of Medicine, Chamberlain University, Ross University School of Medicine, Ross University School of Veterinary Medicine and Walden University.

Our colleagues come from a wide range of backgrounds, business, academia, healthcare, government and nonprofits, and are part of a culture where doing exceptional work and making a meaningful difference for students and society aren't separate goals—they're one and the same. This means creating an environment where colleagues can develop new skills, build careers that match their ambitions and see the tangible impact of their work on healthcare education and workforce development. Colleagues who deliver results and embrace new tools to work smarter are valued for their contributions. But what makes working at Covista distinctive is our impact. Our faculty and colleagues don't just support healthcare education—they shape it. This isn't abstract purpose work. It's solving real problems for real people in real communities while advancing careers.

We operate on a hybrid schedule with four in-office days per week (Monday–Thursday). This approach enhances creativity, innovation, communication, and relationship-building, fostering a dynamic and collaborative work environment.

For more information, visit covista.com and follow us on LinkedIn, Instagram and YouTube.


 

Opportunity at a Glance
The Facilities Administrative Coordinator supports the efficient operation of the Facilities department by coordinating administrative functions, maintaining accurate records, and overseeing inventory control processes. This role bridges operations, procurement, and finance to ensure that materials, equipment, and supplies are managed efficiently, cost-effectively, and in compliance with institutional policies and sustainability goals.

Inventory, Procurement & Asset Management

• Maintain accurate records of all custodial, maintenance, and operational supplies using the CMMS software.
• Track usage trends and reorder levels to prevent stockouts and overstocking.
• Conduct semesterly inventory counts, reconciliations, and audits.
• Tag and log new assets; coordinate disposal or recycling of obsolete materials.
• Utilize barcode/QR-based tracking for efficiency and transparency.
• Coordinate the receipt, labeling, storage, and distribution of all inventory items to ensure accountability and traceability.

• Prepare and process purchase requisitions, quotes, and vendor documentation.
• Oversight of vendors and contractors to ensure timely delivery and verify accuracy of orders.
• Assist in sourcing sustainable and cost-effective materials aligned with operational goals.

Planning, Coordination and Administrative Support

• Works with building maintenance technicians to ensure working conditions are maintained and work orders fulfilled including all air conditioning, electrical, plumbing (HVAC and MEP) and other maintenance activities and related work orders issued.

• Serve as the administrative liaison between Facilities teams to align supply distribution with project schedules.
• Support emergency supply needs and ensure business continuity through proper stock rotation and contingency planning.
• Maintain proper storage conditions and safety standards in all inventory locations.
• Contractor supervision and coordination to ensure coordination to completion of planned works and compliance to EH&S policy.
• Coordinates and executes office assignments and workstation set-up.
• Fulfills and support internal customer/occupant requests and orders.
• Provides direct support to the Facilities Helpdesk for CMMS and work order management support.

Data, Reporting & Systems Management

• Generate monthly inventory usage and cost analysis reports.
• Support and input data in CMMS (e.g., Brightly Asset Essentials) to update existing records with new equipment data and to support Planned Preventative, Reactive, Condition-Based and Predictive Maintenance needs and protocols for asset life-cycle tracking
• Support digital transformation initiatives to improve data accuracy and decision-making.

Team & Operations Coordination

• Provide logistical and clerical support for team meetings, training, and department events.
• Assist supervisors with staff schedules, supply allocations, and performance records.
• Support sustainability and waste reduction initiatives through optimized inventory practices.
• Assists with the coordination, planning and execution of small OPEX projects relating to maintenance, grounds and housekeeping matters as well as requests to the Facilities Helpdesk and contractor supervision.

• Associate or bachelor’s degree in business administration, Facilities Management, or related field (preferred).
• 2 - 4 years of administrative or inventory management experience, ideally within Facilities or Operations.
• Familiarity with procurement and vendor management processes.

• Knowledge and Skills
• Strong organizational and analytical skills.
• Proficiency in Microsoft Office and CMMS platforms
• Knowledge of inventory control procedures and supply chain workflows.
• Detail-oriented with strong problem-solving ability.
• Excellent communication and cross-departmental coordination skills.
• Commitment to sustainability and operational efficiency.
• Knowledge of health & safety regulations and requirements.
• Strong communications skills, verbal and written
• Ability to work long hours, weekends and shifts
• Strong prioritization skills and ability to work independently or as part of a team.
• Ability to lead a team and provide constructive feedback.

Equal Opportunity – Minority / Female / Disability / V / Gender Identity / Sexual Orientation