Apply on Employer Site

Harvey Mudd College · 3 weeks ago

Facilities and Maintenance Administrative Access Coordinator

Platt Campus Center

Full-time

Onsite

Mid Level

$26/hr - $28/hr

3+ years exp

Harvey Mudd College is seeking a Facilities and Maintenance Administrative Access Coordinator who will perform a broad range of highly skilled administrative and access duties for the Office of Facilities and Maintenance. The role includes managing key and card access, supporting emergency preparedness, and coordinating facilities-related needs for summer housing and dorm damage billing.

Higher Education

Growth Opportunities

Responsibilities

Answer department phones and greet visitors; take messages or refer individuals to the appropriate person or office

Perform function of base dispatch radio for the department to ensure service calls are routed appropriately. Ensure that requests for action or information are directed to the appropriate staff member(s); interpret requests and help implement action; follow-up to ensure that information is furnished in a timely manner; determine if a matter is of an important or urgent nature requiring immediate action. Communicate with faculty, staff, students, outside agencies, and other individuals as needed

Assist with and initiate communications between Facilities and other constituents in writing (including electronic communication), in person and over the phone. Prepare special reports, summaries and/or replies

Occasionally provide relief or backup for all clerical and administrative positions during periods of heavy workload or team member absence

Performs other duties as assigned

Research, compile, design, and draft information for preparation of reports, PowerPoint presentations, Excel spreadsheets, and projects; assures proper format, accuracy, and completeness; and prepares and processes a variety of correspondence and documents

Maintain data, prepare, or edit various types of internal and external reports for the department’s Directors; compile information to be used in such documents/communications

Support the Assistant Vice President for Facilities and Maintenance by developing and maintaining documentation and checklist for internal processes related to the position; research, gathers, organizes, and maintains various documents

Create and implement reports and systems to enhance operations within the department

Prepares and audits payment packages; reviews a variety of expenditures; matches purchase orders with invoices, verifies prices and mathematical accuracy of payments, applicable taxes, and account codes; ensures fund availability; reviews contracts and agreements; verifies management approvals, and liability insurance coverage

May pick up paychecks for monthly, hourly, students and interim checks

Periodically perform timely duties to assist Assistant Vice President for Facilities and Maintenance with Facilities Use Coordinator and Facilities Operations Assistant Manager duties in times of need or absence

Performs other duties as assigned

Manage both physical control and records and inventory of all key, card and combination assignments and appropriate budgets for all access points throughout the campus

Manages Facilities and Maintenance visitor check-in ID badge process, software, and equipment. Troubleshoots and corrects programming issues, coordinates repair as needed

Coordinate, as directed, all aspects of facility related needs for student summer housing Includes, scheduling and maintaining records and coordination of inspections, cleaning, and key/access assignments

Coordinate dorm damage assessment process, including the cost billed back to the students for damage repairs. Includes providing appropriate billing information to Students accounts as appropriate to meet predetermined billing cycle deadlines

Provide training to students, faculty, and staff specific to key, card and combination lock access, student summer housing, and damage billing. Maintain records of all training conducted, including sign-in sheets, test scores (where applicable), and copies of information covered

Participate in the development, implementation, administration and evaluation of systems, projects, policies, and procedures pertaining to access, student summer housing, and damage billing. Initiate improvements and changes as needed

Conduct research as appropriate to support projects or initiatives within the department

Order supplies and equipment. Negotiate contracts and pricing with vendors. Maintain necessary equipment relevant to key, card swipe and combo lock access, student summer housing, and dorm damage billing

Receive and process invoices, receipts and payments pertaining to summer housing and key, card and combo lock access

Recommend and administer procedures that relate to key, card and combo lock access, student summer housing, and damage billing

Meets/coordinates with campus and consortium Americans with Disabilities Act (ADA) administrators and coordinators to ensure compliance guidelines are being met

Performs other duties as assigned

Responds independently to inquiries and interprets department policies and procedures as established by the supervisor or the college

In the Assistant Vice President for Facilities and Maintenance absence, ensures that requests are relayed to the appropriate staff member or department or interprets requests and implements action and handling in a timely manner

Serves as a liaison with other offices on campus as an information central

Assist with other special projects, initiatives, and duties as assigned

Analyze and enhance current systems or develop new systems to assist with departmental operations

Respond independently to inquiries requiring knowledge of systems, policies, procedures, and guidelines

Provide telephone and counter support for Facilities and Maintenance Office as needed

Perform other essential duties and tasks specific to the position or as assigned

Schedule work with outside/off campus contractors

Issue work orders to Central Facilities Services

Oversee and manage insurance and other certificates with contracted work service providers

Performs other duties as assigned

Assist with and initiate communications between Facilities and other constituents in writing (including electronic communication), in person and over the phone. Following general guidelines, prepare special reports, summaries and/or replies

Establish and maintain a positive and cooperative working relationship with members of the department and campus community

Maintain proficiency by continually updating knowledge through appropriate means

Effectively perform in a service environment

Performs other duties as assigned

Maintain an acceptable attendance record, punctuality, and meeting deadlines

Maintain a functional awareness of the typical hazards of the workplace as well as the special hazards that may be encountered at HMC such as biohazards, radiation, chemicals, etc

Follow established procedures for dealing with such potential hazards

Promptly reports accidents on the job, preparing and submitting accident reports

Participate in safety, emergency preparedness and emergency response training and exercises

Qualification

Microsoft OfficeAdministrative principlesProblem-solvingData managementOrganizational skillsCommunication skillsInterpersonal skillsResearch skillsJudgmentDiscretionPrioritizeEmergency preparednessAttention to detail

Required

Baccalaureate degree in a related field, or any combination of education and experience equivalent to graduation from college in a related field, and training or experience that provides the required knowledge, skills and ability

Three or more years of relevant experience, or any combination of experience and education or training

Valid driver's license and a driving record acceptable to the College's automobile insurance carrier

Must possess strong technology skills and familiarity with Microsoft Office products

Must have the ability to work independently exercising discretion and judgment in the performance of job responsibilities as well as work collaboratively with team members

Knowledge and understanding of state and federal regulations as they relate to essential functions

Knowledge of effective administrative principles and practices

Proven, effective problem-solving skills

Must possess excellent organizational, research, communication and writing skills

Must have strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community

Must be efficient in prioritizing work on simultaneous projects with an ability to meet deadlines

Must be able to process confidential information with discretion