Administrative Coordinator, Facilities and Campus Services

Job description

Job location: Winston Salem, NC

Employment Type: Full-time
Posted data: 2021-04-01
Req: R0003249
Please note:

• Additional documentation must be added at the bottom of the third screen under the "My Experience."
• Internal candidates must apply via the internal career portal. Do not proceed with your application from this website.
• DO NOT complete the application without the required attachments as you will be unable to edit your application.

** Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.

Job Description Summary

The Administrative Coordinator manages administrative coordination and communication operations for Facilities Support Services and Operations. This entails an understanding of the complexity in day-to-day operations and requires a high level of initiative, creativity, and personal responsibility. This position reports directly to the Director of Facilities Support Services & Operations while working independently to support the daily activities of the department.

Job Description

Essential Functions:

• Supports Facilities Support Services and Operations in all aspects of the daily activities of the department.

• Creates and manages schedules, documentation, or presentations.

• Prepares work orders in Facilities and Campus Services work management system received by phone/radio, walk ups, or written requests including special projects as necessary in accordance with Customer Service Center (CSC) operating procedures.

• Coordinates with other Customer Service Specialists for Facilities and Campus Services; directs walk-in traffic to appropriate area, fields questions in a polite and courteous manner, attends communication meetings, and maintains team spreadsheets.

• Dispatches work orders to proper teams or appropriate contractor/vendor.

• Provides communication with pest control vendors for service and paperwork sign off for completed work.

• Posts work order, attaches documentation, and closes work orders in a timely manner.

• Orders office supplies for Facilities and Campus Services.

• Provides support with internal communications related to Facilities and Campus Services.

• Uses Facilities and Campus Services work management system to check work orders for accuracy; assists in identifying system configuration needs, report needs, and training needs by looking for ways to use the system to be more efficient.

• Serves as central dispatch operation for Facilities and Campus Services phone calls, radio, or walk-in traffic.

• Provides quality control on work orders and completed jobs.

• Meets with campus customers to get customer perspectives.

• Assists with special events, customer planning, and communication.

• Experience working and communicating with those who are subtly or obviously different than self.

Required Education, Knowledge, Skills, Abilities:

• High school diploma with three years related experience or an equivalent combination of education and experience.

• Proficiency in Microsoft (Excel, Word, Outlook, and PowerPoint), Google Docs, Google Calendar, and any web browser.

• Ability to adapt to new programs easily.

• Ability to manage situations with tact and diplomacy; discrete and resourceful in the execution of all projects and confidential matters.

• Excellent interpersonal, written and verbal communication skills. Ability to communicate with students, faculty, staff, peers, and management via phone, radio, and face-to-face contact in an efficient and professional manner.

• Ability to multi-task, meet deadlines, and be highly adaptable to new and changing situations.

• Excellent organizational and time management skills.

• Ability to work independently, yet cooperatively, in an office environment which requires a high level of collaboration and flexibility.

• Demonstrate knowledge of customer service skills and best practices.

• Ability to resolve conflict.

• Ability to remain calm and take decisive action during emergencies.

Preferred Education, Knowledge, Skills, Abilities:

• Knowledge in Facilities and Campus Services work management software.

• Accountabilities:

  Responsible for own work.

  Note:

  This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

  In order to provide a safe learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.

  Wake Forest seeks to recruit and retain a diverse workforce, and encourages qualified candidates across all group demographics to apply.

  Wake Forest University is committed to providing access and reasonable accommodation in employment for individuals with disabilities.

Additional Job Description

Time Type Requirement

Full timeNote to Applicant:This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate. In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran status and encourages qualified candidates across all group demographics to apply.

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