Job description

Provide administrative support to Facilities Maintenance, Construction and Campus Operations. This includes assigning work orders, directing communications, answering phones, providing front desk support, organizing schedules and events, entering data, processing invoices, bookkeeping and maintaining office equipment. Collaborate with other administrative team members to ensure accuracy in process control, execute on priorities and critical timelines. Cordially and effectively communicate with multiple stakeholders across the campus community including vendors, contractors, volunteers, staff, faculty and visitors. This is a fast-paced environment that requires agile thinking and attention to detail

Anticipated Salary Range: See Pay Information below

Responsibilities:
Administrative Support:

• Provide administrative support for all of Facilities Services personnel to include preparing materials for meetings, scheduling appointments and calendar management, exercising judgement to anticipate and recognize items that might be needed for a successful meeting.
• Serve as the receptionist, providing outstanding and friendly service to both internal and external campus and Facilities Services visitors.
• Manage special communications on behalf of Facilities Services, such as emergency communications and office closures.
• Collaborate with project managers regarding outgoing communications for project or work order driven utility locates after initial contact with Colorado Springs Utilities.
• Prepare and coordinate special mailings such as certified mail, Federal Express and UPS packages.
• Conduct internet and/or database research and perform basic queries to relay information related to department activities.
• Manage all office equipment to make sure that it is functioning properly. Maintain all supplies within office, charging appropriate shops when necessary. Proactively seek out ways to save money.
• Assist in training Facilities personnel and the campus community on how to utilize the I-Service desk as well as TMA software.
• Serve as backup for Facilities Services webpage management.
• Assist in managing, responding, routing and filing correspondences received through the facilities help desk email.
• Create and update processes and procedure manuals relevant to Front Line Services work being completed. Communicate changes accordingly.
• Provide administrative and logistical support for Facilities Services social functions.
• Serve as the Facilities Services Notary Public.

Data Entry:

• Provide administrative support for the lock shop; maintain key inventory, enter and fill key request orders, and ensure proper documentation of key assignments in both physical and digital form.
• Issue materials to college drivers; maintain the certified drivers list. initiate requests for Motor Vehicle reports.
• Create work orders for drivers reservation list to ensure appropriate department billing.
• Review, enter and issue work order requests to appropriate shops that are received via the I-Service Desk, phone and or e-mail. Manage emergency work order requests to ensure the appropriate trade shop receives notification. Follow-up as needed on such requests. Ensure proper coding is utilized on all work order requests for proper billing and recharges. Redirect work orders as necessary.
• Assist with updating entries into the web-based TMA software to include line drawings, equipment, vehicles, tools, vendors and contractor information.
• Organize and provide data entry of invoices into the Colorado Springs Utility spreadsheet.
• Update and maintain Certificate of Insurance and W-9 forms electronically within the Facilities Services front office, send W-9s to the Business Office and file Certificate of Insurance forms in correct folders.
• Assist in the routing, tracking and processing of both new and recurring invoices for payment following the colleges accounts payable process requirements; code invoices using Banner and TMA software systems; input invoice data into Concur software; ensure proper documentation.

o Actively support the colleges plan to be an antiracist institution by understanding, engaging with, and promoting diversity, inclusion, and equity in the college community.
o Promote a culture of safety and environmental protection by working in a safe manner; immediately reporting unsafe
situations and accidents; following college procedures; and participating in appropriate safety training.
o Demonstrate environmental sustainability by using college resources wisely and supporting the colleges sustainability
initiatives and innovation.
o Perform other duties as assigned.

Additional Responsibilities:
o Actively support the colleges plan to be an antiracist institution by understanding, engaging with, and promoting diversity, inclusion, and equity in the college community.
o Promote a culture of safety and environmental protection by working in a safe manner; immediately reporting unsafe
situations and accidents; following college procedures; and participating in appropriate safety training.
o Demonstrate environmental sustainability by using college resources wisely and supporting the colleges sustainability
initiatives and innovation.
o Perform other duties as assigned.

Required Qualifications:
High school diploma or GED plus a minimum of three years of related experience in office management; proficient with computer software programs such as Microsoft Office Suite; excellent oral and written communication skills; ability to communicate effectively and develop positive relationships with people from different cultural backgrounds; ability to think critically and solve problems; good judgment and ability to handle confidential/sensitive information with discretion; excellent organizational and customer service skills; ability to handle multiple demands and workload; ability to operate standard office equipment. Notary or willingness to become a notary. Physical requirements include working in a noisy and sometime dusty environment with some occasional chemical odors that our shop staff may utilize in their work.

Preferred Qualifications:
Associate degree; prior experience working in higher education and or/facilities management; knowledge of construction, maintenance projects and preventative maintenance; experience with TMA web-based software

Job Type: Full-time

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