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SUMMARY OF RESPONSIBILITIES

This position is responsible for providing support to the Director of Campus Operations in day-to-day operations of the Department. Under the umbrella of Campus Operations are the following departments for which this administrative specialist provides support: Facilities Services, Campus Security & Safety.

Under direct supervision, performs clerical and administrative support activities, including typing, filing, operating office equipment, preparing and entering documents into electronic and manual records, using computer hardware and software, producing reports, compiling data, organizing resource materials, providing general and specific information, directions, referrals, developing schedules and setting up appointments, mailings, and coordinating clerical and administrative activities and processes.

ESSENTIAL FUNCTIONS

  • Ensure general management of the office, overseeing operational efficiency, effective communications, and other types of operational and tactical planning.
  • Maintain vendor contracts and relations, and facilitation of all office functions and services.
  • Act as primary liaison between the department, faculty, staff, students and office management, providing information, answering questions, and responding to requests.
  • Oversee and achieve organizational goals while maintaining an efficient, productive, and positively cultured office and employee experience.
  • Organizes, monitors and processes accounts payable for Campus Operations, including creating requisitions, purchase orders, and check requests and following them to completion and submission to Financial Services for payment by utilizing the University’s Enterprise System.
  • Organizes, monitors and processes procurement card transactions and petty cash transactions.
  • Provides administrative support to the logistical efforts of construction projects as well as equipment and supply deliveries.
  • Supports the Campus Operations department by assisting the Director of Campus Operations, the Chief of Campus Security and the Supervisors of Facilities Services (Maintenance Trades, Custodial, and Grounds) in the development of departmental procedures, employee orientation, developing and scheduling training on a variety of topics, and coordinating training records.
  • Assists the Director of Campus Operations in managing on-sight third party vendors.
  • Works with the appropriate management staff to plan, assign, and review work activities by utilizing the Computerized Maintenance Management System (CMMS) application, providing advice and training to University staff on procedures, problem areas, job specifications, and required documentation.
  • Assists with bid documents for new construction, remodel, maintenance repairs, equipment and supplies.
  • Assists in the annual assessment of the department, buildings, and operations, performs and maintains condition surveys and life cycle cost data on facilities and infrastructure, provides data to support facility repairs and improvements
  • Organizes and manages all aspects of customer service functions for the department and sets standards for personnel in a manner that promotes excellent customer services, projecting a positive customer service environment to both internal and external customers.
  • Remains 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 by the Director of Campus Operations.
  • Must be able to work overtime, some evenings, nights and weekends. Must be able to perform on call duties.
  • Contributes to the overall success of the Campus Operations department and performing all other duties and responsibilities as assigned.
  • Maintains the highest level of confidentiality concerning all matters in the Campus Operations office and does not discuss any information obtained through work in a campus office.

EDUCATION, EXPERIENCE AND SKILLS REQUIRED

  • Graduation from a standard senior high school or equivalent. Some University is preferred. Experience and education may be substituted for one another.
  • Prior experience working in a professional office environment.
  • Supervisory experience.
  • Computer skills, including the development of spreadsheets and reports, use of Adobe software, web and computer database applications, programs, and peripheral devices.
  • The ability to read, write, and interpret contract documents.
  • Strong customer service skills.
  • Strong interpersonal communication, organizational, and administrative skills.
  • Ability to accomplish tasks independently and with minimal supervision.
  • Ability to perform several tasks concurrently with ease and professionalism.
  • Familiarity and experience with general office equipment – telephones, network computer system, Internet, facsimile machine, calculator, and copier.
  • Knowledge of file development and maintenance.
  • The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds
  • Ability to work as a team member toward the common goal of the University.
  • Must have a valid Texas driver’s license, related insurance and good driving record.

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