As the Operations Support Specialist, you will play a crucial role in supporting the efficient operation of the physical plant department, facility services, and campus operations as a whole. This role involves a combination of administrative duties and providing assistance to the AVP for Operations, the Director of the physical plant, and the Director of Facility Services, as well as other members of the operations management team. Your responsibilities will encompass various administrative tasks, communication with internal and external stakeholders, and maintaining organized records and documentation.

Responsibilities/Duties/Tasks/Essential Functions:

• Provide general administrative support to the physical plant department, including answering phone calls, responding to emails, and handling all work order processing and work flow management.

• Schedule meetings, appointments, and coordinate calendars for the Operations management team.

• Prepare and distribute correspondence, memos, reports, and other documents as needed.

• Maintain accurate records and documentation related to equipment, maintenance schedules, inventory, and departmental expenditures.

• Assist in the preparation and processing of purchase orders, invoices, and expense reports.

• Organize and maintain filing systems both electronically and physically.

• Serve as a liaison between the operations department and other campus departments, vendors, contractors, and external agencies.

• Communicate effectively with staff regarding work orders, maintenance requests, and facility-related issues.

• Coordinate logistics for facility-related projects, including scheduling contractors and ensuring timely completion.

• Coordinate facility-related services such as cleaning, waste management, and landscaping.

• Assist in conducting regular inspections of facilities and equipment to ensure compliance with safety and regulatory standards.

• Compile and analyze data related to facility operations, maintenance activities, and expenditures.

• Generate reports and presentations to communicate key findings and recommendations regarding departmental analysis, including budget reporting, workflow efficiencies, and departmental resource allocation.

• Attends periodic meetings with other department managers and directors.

• Responsible for Aquinas College property, including access to master keys and other high-level items (including AV and tech equipment).

• Understands and implements Aquinas College policies and procedures as they relate to space usage and rental agreements, including alcohol policies and emergency procedures.

• Other duties as assigned

Knowledge, Skills and Education Requirements

• High school diploma or equivalent; additional certification or coursework in office administration or related field is a plus.
• Proven experience in an administrative support role, preferably in a facilities management or similar environment.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and familiarity with office equipment and software systems.
• Strong organizational skills with the ability to prioritize tasks and manage multiple projects simultaneously.
• Excellent communication skills, both verbal and written, with a professional and courteous demeanor.
• Attention to detail and accuracy in record-keeping and documentation.
• Ability to work independently with minimal supervision and as part of a team.
• Knowledge of facility maintenance practices, safety regulations, and building codes is advantageous.

Work Environment & Physical Demands

• Must be able to bend and stoop.

• Ability to work in a fast-paced environment

• Ability to manage relations and handle conflict resolution and maintain professionalism when interacting with staff and clients required

• Sitting or standing for long periods of time

• Lifting up to 50 lbs.

MISSION, VISION, VALUES:

Aquinas College, an inclusive educational community rooted in the Catholic and Dominican traditions, provides a liberal arts education with a global perspective, emphasizes career preparation focused on leadership and service to others, and fosters a commitment to lifelong learning dedicated to the pursuit of truth and the common good.

Aquinas College is recognized as the exceptional Catholic liberal arts college that prepares individuals for careers of leadership and service in developing a sustainable and just global community. Aquinas College is recognized by its values: Faith, Service, Learning and Community.

Aquinas College prides itself as a leader in sustainability, and this requires the participation of every member of the college community. In this regard, employees and their supervisors are expected to engage in the process of “appreciative inquiry” to identify ways that each position can advance sustainability in the employment experience.

In the performance of their respective tasks and duties, all employees are expected to conform to the Aquinas College Service Statement:

The College serves our community with excellence and respect through an institutional commitment to quality, accountability, cooperation, professionalism and responsiveness.

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Equal Employment Opportunity Statement:

Aquinas College is an equal opportunity employer and an inclusive educational community rooted in the Catholic Dominican tradition. Aquinas College provides a liberal arts education with a global perspective, emphasizes career preparation focused on leadership and service to others, and fosters a commitment to lifelong learning dedicated to the pursuit of truth and the common good. Aquinas College values: Faith, Learning, Service and Community.

Aquinas College offers an excellent benefits package that includes affordable medical, dental, and vision plans, generous paid vacation each year, 16 paid holidays, paid sick time and short-term disability, and college-paid life and AD&D insurance. Additionally, Aquinas employees and their dependents are eligible for free tuition at Aquinas after one year of full-time employment.