Summary Statement

An incumbent is responsible for providing office management for the Facilities division and for providing administrative support to the Director of Campus Facilities, including being responsible for ensuring that work orders from the School Dude system and internal requests are processed efficiently and managed through the appropriate facilities maintenance staff.

In addition, the incumbent will perform basic bookkeeping duties and invoicing as required to assist the Business Services Division’s Accountant II.

The incumbent works closely with Deans, Directors, faculty, staff, students, the public, and private organizations. Principal Accountabilities An incumbent may perform any combination of the below listed accountabilities :

1. Plans, coordinates, and directs office support activities to relieve the Director of Campus Facilities of day-to-day administrative details.

Maintains the Director’s daily calendar, orders supplies for the division, schedules meetings, and takes minutes for all facilities management construction meetings.

2. Researches, analyzes, and makes recommendations regarding operating practices and procedures, including workflow, recordkeeping, performance standards, equipment and supply utilization, to ensure smooth and efficient office operations.

3. Performs basic bookkeeping and invoicing to assist the Accountant II and manages the work order database which initiates and tracks work orders and maintains inventory records as well as tracks energy usage.

4. Compiles and evaluates data for studies, reports, surveys and / or grants to provide accurate information and recommendations for improvements, modifications, and / or compliance with policies and procedures.

5. Provides guidance and consultation to officials, employees, and the public on applicable policies, procedures, and regulations relative to facilities management.

6. Acts as a liaison between supervisor and various administrators, and between the college and state / federal agency officials, local groups and organizations, and the public.

7. Performs other related duties as required. Knowledge Skills and Abilities Knowledge of supervisory and administrative principles and procedures.

Knowledge of principles and practices of funding, payroll, personnel, and purchasing.

Knowledge of spreadsheet, database management, and word processing software.

Knowledge of spreadsheet, database management, and word processing software.

Skill in communications.

Excellent interpersonal, communication, decision making, critical thinking, and organizational skills. Minimum Qualifications Associate degree in a relevant field and four (4) years of administrative support experience;

or other equivalent combination of education and experience.

Last updated : 2024-05-09