Operations Support Specialist

Job description

Operations Support Specialist

Clinton, NY
Open Date:
Feb 12, 2021

The Operations Support Specialist for Facilities functions as a key member of the team by ensuring smooth and efficient internal operations and administrative support, and a high level of customer support to campus constituents and business partners. The position is responsible for a variety of duties including administrative main office operations, support for the warehouse and receiving operations, and administrative support to the Associate Vice President for Facilities and Planning (AVP).

Main Office Responsibilities:

  • Greet visitors and manage multi-line switchboard
  • Create and distribute weekly preventative maintenance and routine work orders
  • Reconcile weekly payroll paid against TMA and run a routine to post charges
  • Update bi-monthly variance to the operating budget report
  • Update the monthly cost recovery spreadsheet with mileage provided from the student travel office
  • Order office supplies
  • Keep departmental FTE report and organizational charts current
  • Keep an electronic file of departmental policies, procedures, forms, and reports organized for easy access
  • Update TMA with personnel and pay rate changes
  • Maintain bargaining unit seniority list
  • Update Facilities Management webpage when needed
  • Post Maintenance & Operations job openings and collects bids
  • Assist with special projects or other departmental needs as requested

Receiving and Inspection:

  • Confirms that the incoming delivery matches the order details and packing list
  • Inspect items for damage or defects, raising concerns to Purchasing Supervisor prior to accepting delivery
  • Unpacks and writes part number and date item was received on each of the stock items
  • Places all incoming stock to its appropriate bin location
  • Delivers non-stock items to buyer in a timely manner
  • Helps maintain a safe, clean, and orderly stockroom
  • Assists visitors to the stockroom
  • Ensures visitors use the proper procedures when withdrawing items from inventory
  • Recycles shipping and packaging materials whenever possible
  • Makes occasional material pick-ups off campus with transportation provided
  • Duties and responsibilities may change, or new ones may be assigned at any time

Administrative Support for AVP:

  • Provide calendar management support
  • Organize meetings and reserve meeting spaces
  • Record and distributes meeting notes
  • Organize program and project documentation
  • Create and manage selected reports
  • Make travel arrangements and detailed travel itineraries
  • Actively participate in building our diverse, inclusive, and equitable campus community.                                                                                           

  • A high school diploma or the equivalent required and Associate degree preferred
  • Experience in administrative and operations support required.
  • Experience working in Facilities Management operations preferred.

Knowledge, Skills & Abilities:

  • Outstanding customer service skills with a continuous improvement mindset
  • Ability to work collaboratively with both internal and external campus stakeholders
  • Detail-oriented, exceptional organizational and analytical skills
  • Excellent written and oral communication skills
  • Extensive experience and proficiency with MS Office Products (Word, Excel, Project, PowerPoint) 
  • Must be able to maintain confidentiality on sensitive matters

Application Instructions:

Please submit cover letter, resume and contact information for three professional references.  Consideration of candidates will begin immediately and continue until the position is filed. 




Diversity Profile: University



View more

Learn more on Inside Higher Ed's College Page for University

Arrow pointing right
Job No:
Posted: 2/14/2021
Application Due: 5/15/2021
Work Type: Full Time