Description:

Administrative Specialist, Administrative

Facilities Management Services

Facilities Management Admin

Salary: Competitive salary of $32 ,327- $72,540 with great benefits!

Shift details: 7:30 am to 4:15 pm OR 8:30 am to 5:15 pm

Atlanta Campus

These are exciting times at the Facilities Management AdminDepartment. We are growing, and we are thrilled that you are interested in being a part of our team. We are surrounded by individuals empowered to use their expertise and talents to achieve our mission to pursue excellence.

Are you ready for us? Are you seeking an opportunity with purpose and direction? If you are, we have the perfect opportunity for you! We hire great people from a wide variety of educational, career, and personal backgrounds, not just because it is the right thing to do but because it makes us a stronger team.

The Facilities Management Admin Department is seeking (1) Administrative Specialist, Administrative to join the already awesome team taking the Facilities Department to the next level of excellence!

WHAT MAKES The Facilities Management Services Division A GREAT PLACE?

• A flexible work environment

• Generous benefits, including health, dental, vision, tuition assistance, retirement, etc.

• A knowledge-sharing organization that works collaboratively with diverse partners.

• Professional development opportunity and mentorship

• A rapidly growing center within an academic setting

HERE IS WHAT YOU WILL DO

The Administrative Specialist, Administrative provides support for the Facilities Division with primary functions involving support for Perimeter Campus Facilities staff with uniforms, front office management, ordering supplies, entering requisitions in PantherMart, etc. It also provides general administrative support to the Downtown Campus’s Renovations and Design and Construction Services Units.

In addition to supporting the department , duties will generally fall into one of the following groupings, although overlapping of duties may occur as needed:

• Manages the daily operations of employee uniforms for the Perimeter Campus employees. Provides high-level support to campus for uniform fitting, ordering, and delivery. Reviews and approves weekly invoices. Analyzes workflows on a continuous basis and provides solutions for improvements to grow and revitalize the uniform program.
• Assisting the Building Maintenance and Operations Department at the Perimeter Campuses and Downtown Campuses with general administrative support. Support may include entering data in the work management system – Archibus (e.g., updating the status of service tickets, assigning completed tickets to Zone Manager, sending courtesy status Emails to clients, etc.); processing requisitions in PantherMart, assisting with ordering supplies, etc. Will also support with special projects as needed.
• Provides support to the Renovations Unit at the Perimeter and Downtown campuses by issuing Project Closure/ Billing Notifications to clients on all reconciled/ Closed FMRs, logging data on the Main Schedule, and assisting with periodic project reports to financial officers. Conduct bi-weekly review requisitions and POs charged to the departmental budget that need capital project speed type assignment. Coordinate the change of the funding sources with Purchasing.
• Supports the monthly closeout process by assisting with the review of current and prior year purchase orders for the Renovations, DCS Departments, and Planning units. Generate queries to check the status of payment requests from vendors’ furniture, equipment orders, etc., forwarded from Accounts Payable. Interact with the Project Manager to obtain the status and update PantherMart accordingly.
• Supervises assigned Work Study or Student Assistants, as needed.
• Carries out departmental duties as necessary, such as maintaining the supply closet, updating the bulletin board, etc., for staff at Clarkston campus, creating reports, running errands on and off-campus, preparing frequently used forms and general correspondence, preparing meeting minutes, etc.
• Acts as a backup for the Administrative Specialist at the Downtown campus with monitoring and responding to service requests on the FMSD-Admin FMD Reservation accounts, reviewing and inputting furniture, equipment, and material purchase proposals in PantherMart (including assigning account and category codes, identifying assets, etc.; answering the phone, and other items that can be successfully handled remotely.
• Build successful relationships with customers, co-workers, and administrators. Communicates and works effectively as a team member to maximize the effectiveness of the group. Exhibits maturity, reliability, composure, and stability under pressure to handle on-the-job challenges. Adapts to new work situations, people, ideas, procedures, and organizational structures to accommodate a constantly evolving work environment. Exhibits willingness to learn new methods, be trained, and make hob improvements. Independently contribute ideas and process improvements. Look for creative solutions and better ways of doing things to meet continuous improvement goals.

Disclaimer:

This job requisition provides a high-level job definition. It is not intended to provide a comprehensive or exclusive list of job duties.

As such, job duties and/or responsibilities within the context of this job requisition may change at the discretion the employee’s direct supervisor.

Qualifications:

Minimum Requirements:

• Bachelor’s degree and two years administrative experience, or a high school diploma or GED and six years administrative experience, or a combination of education and related experience.

Preferred Hiring Qualifications:

• Previous experience developing databases.
• Demonstrates strong commitment to customer service and collaboration.
• Ability to adapt to new work situations, people, ideas, procedures, and organizational structures.
• Demonstrates willingness to learn new methods and to be trained.
• Capability to look for creative solutions to resolve day-to-day challenges.
• Communicates well verbally and in writing.
• Works effectively as a team member to maximize the effectiveness of the group.
• Enjoys working with people but is content working alone or in a group.
• Intermediate proficiency in Microsoft Excel.
• Excellent attendance.