Job Description:

DIVISION: Administration

DEPARTMENT: Facilities Management

BASIC FUNCTION: Processes, prepares and coordinates work orders and associated management reports via computerized system. Prepares batch entries for chargeable work via Financial System; prepares special departmental reports tracking fuel consumption, vehicle repairs, etc. Maintains key accounting system. Oversees campus signage ordering and budget.

EDUCATION: High School diploma with some college or secretarial schooling.

EXPERIENCE : 3-5 years office experience. Demonstrated interpersonal, organization and communication skills and computer ability.

REPORTS TO: Director, Facilities Management

ESSENTIAL FUNCTIONS:

1. Coordinates Facilities Management requests for work orders via the computer. This involves:

• obtaining and documenting necessary information for repair/work order service,

• determining the appropriate action needed,

• channeling the work order request to appropriate supervisor,

• filing and reviewing work orders for completion and billing purposes,

• maintaining price records on utilized materials for billing purposes,

• running management reports routinely and by request.

2. Answers inquiries regarding billing. This involves:

• answering queries regarding costs associated with the set-up and breakdown of various meetings, etc.,

• explaining costs relative to student damage,

• explaining costs relative to other chargeable work.

3. Prepares and coordinates invoices with Student Residences reflecting student related damage and/or general residence wear and tear, and establishing a price for future billing. Prepares batch entries in Excel for Finance.

4. Compiles and processes internal purchase requisitions and records university and Jesuit community gas consumption chargebacks including vehicle repairs. This involves:

• compiling data from requisitions of internal service personnel and external vendor invoices,

• generating Maintenance Request Forms for billing various departments throughout campus for work requested by department,

• processing charge backs in the Workday system and crediting Facilities Management budgets for work performed for other departments,

• preparing data worksheets for billing processes and subsequent on-line report,

• monitoring gas consumption and vehicle repair for both the university and the Jesuit community and processing appropriate purchase requisitions,

• responsible for one-time, on-line requisitions.

5. Coordinates in-house purchase requisitions reflecting non-routine maintenance orders and appropriate cost accounting documentation.

6. Responsible for the general correspondence and operational support for the Facilities Management department. This involves:

• greeting, assisting, referring and screening visitors and telephone callers,

• responding to routine requests for information and other oral communication addressed,

• coordinating and interacting daily with personnel located at the Barn, Facilities Management, Campus Planning and Design, Student Residences and various other personnel within the University community,

• typing office correspondence, work orders, purchase requisitions, personnel forms, etc.,

• filing, copying and distributing documents as appropriate,

• utilizing the paging communications system,

• maintaining updated lists reflecting vendors, in-house substitutes, etc.,

• updating and completing personnel records and accident forms,

• maintaining attendance records on 35 service personnel.

7. Accountable for interior signage at non-residential buildings. This includes:

• taking signage orders from campus constituencies via written orders and personal meetings,

• visiting campus locations to determine type, number, and location of needed signage,

• generating purchase requisitions to various sign vendors via Workday Finance,

• tracking and reconciling campus signage budget,

• receiving completed signs, checking for accuracy, assigning installation.

8. Responsible for campus key accounting system. This includes:

• processing campus key requests,

• explaining campus key policies and charges,

• tabulating key sign-outs on spreadsheet,

• entering charges in Workday Financial System.

9. Communicates with vendor and University department representatives on scheduling, procedures, service calls, etc.

10. Participates in the professional development of the department. This involves:

• promoting an image of efficiency and courtesy throughout the University Community and consistent with the department’s mission,

• attending departmental staff meetings as requested,

• communicating effectively with supervisor concerning pertinent Departmental and University matters.

11. Promotes safe and secure working conditions. This involves:

• promoting the proper utilization of equipment and materials,

• reporting immediately to supervisor any unsafe working conditions.

12. Performs other related duties as requested.

Duties may be changed and/or be added at any time.

• Disclaimer

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.

Category:

Facilities - Staff

Performs such other duties, responsibilities, and activities as required by supervisor and as departmental/University needs indicate.

*Disclaimer

The above information indicates the general nature and level of work performed by employees within this classification. It is not designed to contain and should not be interpreted as a comprehensive inventory of all duties, responsibilities, activities, and/or qualifications required or expected of employees assigned to this job. Duties, responsibilities, and activities may change and new ones may be assigned at any time, with or without notice.

All offers of employment are contingent upon a satisfactory background check.

Fairfield University provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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