Safety and Operations Coordinator

Job Title: Safety and Operations Coordinator

Department: Operations

Reports To: Chief Operations Officer (COO)

FLSA Status: Non-Exempt

SUMMARY

The Safety and Operations Coordinator provides day-to-day administrative and operational support for PAFA's safety, security, and operational functions. Reporting to the Chief Operations Officer (COO), the position assists with maintaining a safe, secure, and well-organized environment for employees, students, visitors, collections, facilities, and institutional activities.

The position coordinates routine activities involving security coverage, housekeeping services, event support, access control, vendors, and incident documentation. The Safety and Operations Coordinator also serves as a day-to-day communication link between the COO, PAFA departments, contracted service providers, and vendors.

ESSENTIAL DUTIES AND RESPONSIBILITIES

- Coordinate daily security staffing and coverage in accordance with established schedules, protocols, and procedures and notify the COO of coverage issues or significant concerns. - Serve as a day-to-day point of contact for contracted security and housekeeping providers; communicate established service expectations, identify service issues, and refer performance concerns to the COO. - Conduct routine walkthroughs of PAFA spaces to identify security, access control, housekeeping, life safety, and operational concerns and report identified issues to the appropriate department or the COO. - Assist with incident and emergency response activities in accordance with established procedures, including documentation, notification, communication, and follow-up. - Respond to security, building, life-safety, and other emergencies in accordance with established procedures; contact appropriate emergency personnel when necessary and promptly notify the COO or other designated leadership. - Assist with coordinating access for police, fire, emergency responders, contractors, vendors, and other authorized personnel when necessary. - Coordinate routine administration of access control systems, keys, identification cards, visitor sign-in procedures, and other established security programs. - Coordinate with Visitor Experience, Museum, and Events, Facilities, and other departments regarding security and operational coverage for exhibitions, programs, facility rentals, special events, and other institutional activities. - Assist with the setup, support, and breakdown of internal and external events, including room configurations, furniture and equipment placement, vendor access, security coverage, housekeeping services and restoration of spaces following events. - Provide on-site operational support during assigned events and escalate significant concerns to the COO or other designated staff. - Assist with maintaining security, emergency, and operational procedures, records, forms, and related documentation. - Coordinate vendor and contractor access to PAFA facilities as assigned and communicate scheduling and access requirements to appropriate departments. - Support the COO and Facilities team with capital projects, renovations, maintenance activities, and facilities work by coordinating access, security coverage, scheduling, and other assigned logistical requirements. - Maintain appropriate incident and operational records and assist with follow-up activities as directed by the COO. - Perform other related duties as assigned by the Chief Operations Officer.

QUALIFICATIONS

- Associate degree or relevant post-secondary education preferred; an equivalent combination of education, training, and relevant experience considered. - Minimum of 2-4 years of relevant experience in security, operations, facilities support, event operations, or a related field. Experience within a museum, high education, cultural, or other public-facing institutional environment is preferred. - General knowledge of security operations, access control, emergency procedures, incident reporting, event support, or facilities operations. - Experience working with contractors, vendors, or third party service providers preferred. - Ability to follow established policies and procedures, manage routine operational responsibilities, prioritize assignments, and recognize when an issue requires management attention. - Ability to exercise sound judgement and remain composed in urgent or challenging situations. - Strong communication, organizational, customer-service, and interpersonal skills. - Ability to work collaboratively with employees, contractors, vendors, visitors, students, and external partners. - Proficiency with standard office software and ability to learn access control, incident reporting, scheduling, and other operational systems used by PAFA.

SCHEDULE AND AVAILABILITY

- This is a full-time position, generally scheduled for 40 hours per week, with the standard work schedule established by the Chief Operations Officer. - The position's schedule may be adjusted based on PAFA's event calendar, security coverage requirements, and operational needs. - Schedule adjustments may include evening and weekend assignments to support exhibitions, public programs, facility rentals, special events, and other institutional activities. - The Chief Operations Officer will establish schedule adjustments based on anticipated operational needs. - The position may occasionally be asked to assist with after-hours operational or emergency situations.

WORKING CONDITIONS

- Must be able to move throughout PAFA's campus and historic facilities and respond promptly to operational and security situations. - Work may involve periods of standing and walking and movement between buildings, galleries, offices, and event spaces. - The position may require evening and weekend work based on scheduled institutional activities and operational needs.