Facility Services Office Coordinator/Work Order Control Clerk

Job Description

Job Description

OUTSTANDING BENEFITS UNLIKE ANY OTHER. Low-cost health benefits, 6% 403b contribution, affordable tuition at Niagara University for you and eligible immediate family members, tuition exchange at other designated universities for eligible dependent children, generous holidays (20 days annually), PTO, and ½ day Fridays throughout the summer. Niagara University is also an approved employer for the Public Service Loan Forgiveness program. Campus life is vibrant and offers free parking, on-site dining options, and fresh coffee at Tim Horton's and Starbucks, all in a beautiful park-like setting. If you'd like to know more, check out all of the NU Facts.

JOB SUMMARY:

Under supervision of the Director of Campus Operations in Lewiston, the Office Coordinator and Work Order Clerk provides administrative and clerical support to the department. This includes all functions of the work order software program; most specifically appropriately monitoring the incoming work request log and handling all requests per internal procedures.

ESSENTIAL DUTIES:

• Processes work orders and work order requests submitted by the University Community.
• Answers telephones, takes messages, schedules appointments, and greets visitors, vendors, and contractors.
• Handles necessary Contractor notification and scheduling, residence life notification, and employee scheduling, when applicable.
• Monitors the main Facility Services phone line and acts as the main point of contact for the campus community regarding work orders and other facilities questions.
• Assists the manager in coordinating, scheduling and maintaining all required inspections and services associated with NYS fire inspections and any other regulatory agency.
• Assists manager with environmental requirements and compliance activity.
• Performs and maintains records, notes, prepares letters, tables, reports, forms, memoranda and other material.
• Trains other office employees on various types of systems and procedures.
• Provides office support to the administrative team.
• Coordinates and handles RFP, purchase orders/requisitions, check requests, standards of conduct and other sensitive activities of the office.
• Utilize Datatel (Colleague) for budget information
• Perform other duties as assigner by supervisor.
• Maintains confidentiality of information (including but not limited to: student and employee personal information, etc.) both during and after their employment with the University. Any questions regarding the confidentiality of material should be referred to the supervisor. Any violation shall subject the employee to disciplinary action, up to and including termination of employment.

GENERAL DESCRIPTION:

% of Time

40% Process work orders by utilizing a work order software program to log, assign, track, and finish work orders, maintain work order records and notes.

20% Coordinate and schedule various contracted services associated with the fire inspections, coordinating with and notifying campus community

15% Coordinate and maintain environmental documentation, assisting in scheduling all needed activities and functions to maintain compliance requirements

10% Create and maintain databases and files.

10% Monitor budgets, reconcile invoices and perform functions related to purchasing supplies.

5% Complete purchase requisitions.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

1. Ability to read and comprehend the English language sufficiently to be able to read and understand various forms, documentation, files and information.
2. Basic mathematical skills including addition, subtraction, multiplication and division to be able to verify accuracy of work.
3. Proficiency to handle various office machines including but not limited to: keyboard, calculator, computer, copier and fax machine.
4. Ability to receive telephone calls, respond to inquiries and effectively communicate with others.
5. Computer literate, including Microsoft Office, and ability to learn new computer software programs.
6. Excellent organizational skills will attention to details.
7. Ability to perform all essential job functions accurately with minimal direct supervision.
8. Ability to display sound judgment to insure timely processing and completion of assigned tasks.
9. Office management skills with the ability to work independently and accept responsibility.
10. Ability to be flexible and cordial to all visitors and customers and maintain confidentiality.
11. Strong verbal and written communication skills.

ERGONOMIC REQUIREMENTS:

The functions of the position usually performed sitting, but may require some amount of time standing. Some amount of stooping, kneeling, bending, crouching, lifting, walking, carrying and other movements may be required. Tasks involving working on a computer keyboard, typewriter, calculator, cutting, labeling, and taping involve extensive wrist and hand movement. All individuals are required to be able to perform these movements without significant risk of injury to themselves or others.

QUALIFICATION STANDARDS

1. High School diploma required with education, training and experience that provides the necessary knowledge, skills and abilities
2. A minimum of four years of experience performing similar tasks is required.
3. Prior work experience in an educational setting is preferred.

THE UNIVERSITY RESERVES THE RIGHT TO MODIFY, REASSIGN OR COMBINE POSITIONS AT ANY TIME WITHOUT PRIOR NOTICE.

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