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Administrative Associate, Facility Operations and Planning

Administrative Associate, Facility Operations and Planning

locationEvansville, IN, USA
PublishedPublished: 6/12/2024
Full Time

Title: Administrative Associate, Facility Operations and Planning



Division: Finance and Administration



Department: Facility Operations and Planning



FLSA Status: Non-Exempt



Salary Range: Grade 6: $14.06/hour



EEO Job Group: 5 E5







Position Summary



The University of Southern Indiana is accepting applications for Administrative Associate, Facility Operations and Planning.



Manages the administrative and financial processes of Facilities including preparing time sheets and associated records for submittal to payroll for Staff, Student Workers and Administrators; work request system software daily, scheduled and periodical duties; transactions, contracting, credit cards, and purchasing processing; chargebacks of work requests and vehicle mileage to campus departments; reconciliation of invoices; filing of Facility information; and information requests from campus, vendors and the public; provide administrative support to the Director of Facility Operations and Planning, and the Facility’s Planning Department.







Duties/Responsibilities 

  • Supervises and works collaboratively with the Senior Administrative Assistant (SAA) and Student Workers..

  • Serve as the administrator for the CMMS Work Request System which receives over 10,000 work requests annually. Assist the SAA in initially processing submitted work requests, assigning work requests to departments, creating scheduled reports, entering new staff information to provide log-in IDs assigning the proper level of system access, closing out work requests, etc. Assist the USI Community with using the system to enter work requests and receiving/providing updates on their requests.

  • Create and maintain a digital, central filing system for which all Facility’s files. Arrange for all paper files to be digitized and filed as funds allow. Train Facility’s staff how to access the system.

  • Maintain budget records for all departments within Facilities Operations and Planning, serve as department budget primary contact, track expenses.

  • Create monthly Chargeback Report. Gather edit and correct, or send for correcting, work requests to be charged to other University entities. Process chargeback report and submit by due dates.

  • Responsible for the timely collection, initiation, and submission of all documents and forms required to initiate personnel changes and new hires.

  • Control, submit, and review all documents for bidding and awarding purchases required to be bid.

  • Responsible for staff and administrator payroll preparation. Prepare paperwork as required by Payroll. Assist supervisors in tracking employee sick time usage and requests for new employees.

  • Maintain inventory of program supplies, materials, and resources, and order new supplies as needed.

  • Maintain the Construction Project Schedule spreadsheet showing construction updates, account numbers, budget, and status.

  • Review invoices to design firms and construction companies during projects. Track change orders, payments to design and construction companies.

  • Responsible for processing all aspects of purchases including but not limited to contacting vendors to gather costs and pertinent information for requisitions, invoices, change orders and receiving reports, create appropriate forms, data entry, and release purchase orders. Serve as a liaison between vendors and employees.

  • Perform online search for furniture, interiors projects for comparable projects at leading universities, materials and colors used, and costs.

  • Prepare submit report on construction change orders for each Board of Trustees meeting.

  • Provide excellent customer service to everyone within the USI Community and all guests. Respond to phone calls, voicemail messages, and e-mail messages for Facility Operations and Planning. Route requests for information to the appropriate person or department. Assist and greet in-person visitors, guests, and students in a friendly and professional manner. Make determination of emergency situations and employ necessary and appropriate assistance as needed.

  • Coordinate completion of project close-out process including completion of Punch List, submittal of operations manuals and as-built drawings, sign off from customer and Planning, and last payment to design and construction firms.

  • Manage the continual improvement of the Facility web site.

  • Use specific software for creating evacuation maps for new and remodeled buildings.

  • Create and maintain pivot tables, spreadsheets, charts and graphs on various staff and facility information such as staff data, organizational charts, and building interiors data.

  • Generate monthly computer and manual facility management reports for department.

  • Create and write a quarterly newsletter on Facility staff including personal stories of interests, accomplishments, personnel changes, interested topics being reviewed by management, training updates, etc.

  • Write a quarterly update on construction projects adding current and past pictures for submission to University Communications for publication to campus community.

  • Coordinate the annual review and update of all Facility’s policies and guidelines including but not limited to safety policies and control room policies and guidelines.

  • Coordinate the creation and 3-5 year review of construction, equipment, furniture and other Facility standards. Work with USI Planning to determine improvement to USI processes and practices. Complete review every 3-5 years.

  • Maintains in-depth working knowledge of the Banner Administrative Software, USI accounting systems, and Facilities Operations and Planning work order and fleet management systems.

  • Maintain confidentiality in all matters involving personal information of USI Employees.

  • Function as a team with the other support position(s) to provide complete administrative support for the department.

  • Trains replacement for other support position(s).

  • Interview, hire, train and supervise student workers. Provide guidance on daily tasks.

  • Other duties as assigned.






Required Knowledge and Skills

  • High School Diploma/GED.

  • Three to five years of office experience.

  • Proficiency with computers, word processing, spreadsheet, database, electronic mail, presentation, and internet software.

  • Knowledge of scanners and personal data assistants.

  • Must project a positive, professional demeanor with outstanding customer service orientation.

  • Excellent interpersonal, organizational, and time management skills. Strong oral and written communications skills.

  • Ability to maintain confidentiality of sensitive materials and information.

  • Ability to exercise judgment in applying guidelines, policies and practices in non-routine situations. Creative problem solving and independent thinking.

  • Ability to work independently with very limited supervision exercising initiative and sound judgment with a high level of tact and diplomacy.

  • Strong attention to detail with multiple priorities and deadlines.






Preferred Knowledge and Skills



Associate’s degree or some college coursework.

Knowledge of Banner, Teamworks, or similar software.







Regular Work Hours/Travel Requirements




Standard work hours are Monday through Friday, 8:00am - 4:30pm or 7:00 a.m. to 3:30 p.m.



Occasional overtime may be required.



 






About USI           



The University of Southern Indiana is a public higher education institution located on a beautiful 1,400-acre campus in Evansville, IN. We offer employees exceptional benefits! Benefits for this position include:

  • Affordable medical, dental, vision, life and short term and long-term disability insurance plans.
  • Retirement plan where the University makes the total contribution equivalent to 7% of annual salary.
  • Full tuition fee waiver for employees/75% for spouses and dependent children.
  • Accrue up to 10 paid vacation days per fiscal year – accrual increases after 4, 7, and 11 years of service


For more information about the benefits that USI offers, please visit www.usi.edu/hr/benefits.










 

Application Process

 

Click “Apply Now!” near the top right of this page to complete an application and upload application materials to the attention of the Search Committee Chair. Application materials should include:

 

Resume

 






Pre-Employment Screening



A background check will be required for employment in this position.







Authorization to Work in the United States



USI typically will not sponsor an employment-related visa for this position.







Interview Accommodations



Persons with disabilities requiring accommodations in the application and interview process please contact the manager of Employment at mcweinzapf@usi.edu or (812) 464-1840. Contacting the manager of Employment is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at HumanRes@usi.edu or (812) 464-1815.







EEO Statement



The University of Southern Indiana is an EEO/AA employer. All individuals including minorities, women, individuals with disabilities and veterans are encouraged to apply.