Administrative Assistant/Work Control Coordinator

Posted · Add Comment

Barton College Facilities Services is seeking an Administrative Assistant/Work Control Coordinator, who will report to the Director of Facilities Services.

Duties

This position performs a variety of management support duties for the Facilities Department including, but not limited to:

  • Managing the work control center to ensure the timely and accurate creation, dissemination and documentation of work orders
  • Processing purchase orders
  • Managing mobile phone, radio, and inventory
  • Performing general office record-keeping duties
  • Coordinating and facilitating meetings, program functions, and/or special events, as appropriate
  • Coordinating specified administrative activities and reporting across multiple organizational units within the department as directed
  • Interpreting and making decisions based on administrative, programmatic, and personnel policy
  • Organizing and managing all aspects of customer service functions for the department
  • Developing and maintaining technical specifications for service contracts for the department
  • Assisting the supervisors of the maintenance, grounds, and custodial departments by providing data to support the development of long-range plans for upgrading the infrastructure of the College
  • Assisting with the development and implementation of a viable preventive maintenance program
  • Assisting in the development, scheduling, and/or presentation of training to include safety and professional development topics.

Note: This job description indicates in general the nature and levels of work, knowledge, skills, abilities, and other essential functions (as covered under the Americans with Disabilities Act) expected of an incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of an incumbent. An incumbent may be asked to perform other duties as required.

Essential Functions

Administrative Support to Facilities Services Department (40%)

  • Organizing meetings, conferences, appointments, and engagements; preparing material for, distributing, and participating in staff meetings
  • Receiving and screening incoming correspondence, calls, and visitors
  • Ensuring work quality by reviewing documents for content, completeness, accuracy, and grammar; preparing documents and gaining approvals as needed
  • Composing, reviewing, editing, and distributing announcements and other correspondence
  • Resolving administrative issues and questions through researching current policies and contacting the appropriate personnel
  • Compiling, organizing, and analyzing financial and statistical data
  • Providing front desk reception; sorting, signing for, and distributing incoming mail packages; greeting and directing visitors; answering and routing telephone calls and taking messages; and seeking opportunities to assist customers
  • Maintaining supply closet, ordering office supplies, and ensuring organization
  • Managing and submitting membership renewals for FSD personnel; preparing and distributing meeting agendas; scheduling trainings and organizing travel arrangements for FSD personnel
  • Helping to gather and disseminate information appropriately for the department; coordinating and implementing assigned websites, social media, email marketing, online communities, and other online marketing strategies for the department
  • Helping to reduce the impact of interruptions to utility services (i.e., heating, cooling, and electricity) and disruptions of the typical routine due to construction and maintenance projects by facilitating approvals and notifications to the campus community.

Computerized Maintenance Management System (40%)

  • Functioning as CMMS subject matter expert
  • Developing new and integrating existing components of the FS TMA systems electronic maintenance system for procurement, warehousing, preventive maintenance, work order, inventory, and other modules as needed
  • Overseeing and managing the TMA by coordinating the timely and appropriate response of the departmental operating units to requests for both emergency and routine work orders; developing statistics regarding work order performance and customer satisfaction
  • Overseeing the development of reports for FMS key performance indicators
  • Overseeing the development of task, failure code, equipment, and inventory libraries
  • Creating systems to track labor hours and materials; providing statistics and reports on the cost of work orders and projects
  • Auditing TMA for accuracy and integrity
  • Ensuring proper interface between administrative support, work orders, and the supply of parts by developing training on the electronic inventory and work order system when appropriate
  • Leading cross-functional teams in the development of preventive maintenance schedules, identification of key equipment, and improvement of functional processes
  • Assessing employee training needs; designing and preparing training curriculum and materials; supervising or conducting training of staff; ensuring staff are trained and knowledgeable in the TMA Computerized Maintenance Management System (CMMS), methods, and techniques; and recording and tracking employee training and development activities.

Special Projects (10%)

  • Developing reports and presentations
  • Researching historical practices
  • Administering projects by making key contacts, pulling from various resources, and seeing projects through to end result following schedules and timelines
  • Developing checklists, initial process improvement documents, informational materials, forms, and templates
  • Assisting in planning projects, identifying problems, and recommending solutions
  • Preparing and overseeing production of department quarterly newsletter.

Other Duties as Assigned (10%)

  • Organizing and managing all aspects of customer service functions for the department and setting standards in a manner that promotes excellent customer service and user-friendliness
  • Projecting a positive customer service environment to both internal and external customers
  • Encouraging an attitude of exemplary customer service and high integrity to all of the staff within Facilities Services
  • Contributing to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds
  • Remaining competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses as required
  • Contributing to the overall success of the Facilities Services department.

Work Environment

This job requires working with and around hazardous building materials containing asbestos, solvents and other biohazards. Some lifting and climbing are required. High ethical standards and good judgement required. Position impacts public safety and security. This position is considered essential personnel and may be required to work evenings and weekends to maintain campus operations.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  This job is primarily described as having sedentary duties (i.e. computers, paperwork, building plan review, etc…) This position will require to the employee to regularly spend hours sitting and using office equipment and computers, to regularly move from sitting to standing positions effortlessly, to regularly work on repetitive tasks, to regularly use headphones and earpiece, to frequently bend to file and maintain files, to occasionally lift 10 to 20 pounds to carry office supplies.

Desired Education, Skills, and Experience

Graduation from high school or equivalent education and experience. Two years of professional experience effectively utilizing a computerized maintenance, operations, or similar production management system. Three years of progressively responsible relevant work experience, which includes maintenance of complex computerized records and files; public/customer relations including explaining detailed policies, regulations, and requirements; preparation and processing of financial and statistical documents such as payroll, travel, claims, and budgeting forms; assisting staff and management with projects and activities; and the possession of strong oral and written communication skills. Must possess a valid driver’s license.

Must have a working knowledge of computerized maintenance management or similar system and  of the functions and operation of an administrative office and/or program area.

Must have the ability to effectively handle multiple priorities in a fast paced environment and to accurately prepare, organize, maintain, and retrieve reports, office documents, spreadsheets, and a variety of other correspondence and forms. Working knowledge of Excel, Word, and PowerPoint software required. Ability to accurately analyze problems, develop creative solutions, and manage projects to completion. Strong organizational skills required along with the ability to maintain confidential information. Ability to interpret, apply, and explain complex laws, regulations, requirements, restrictions, and standards to customers, representatives of external entities, and others as needed. Must have excellent customer service skills presenting a positive and professional image to customers, external entities, and staff.

Application Process

Review of candidates will begin immediately and will continue until the position is filled. If interested, please submit a letter of interest, current resume, and contact information for three professional references to Human Resources at employment@barton.edu.

Barton College is an equal employment opportunity employer committed to a diverse faculty, staff, and student body and welcomes all applicants. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States.

Comments are closed.