Position Purpose:

Provides administrative support and front office coverage for all functions required of Facility Services. Interacts and coordinates with students, staff and faculty. Works as an integral team member with other office personnel, and is cross-trained in their duties.

Job Duties:

• Provides a superior customer service experience to all points of contact. Customers include faculty, staff, students, and administrators, both external and internal to Facility Services. Will require building strong and effective working relationships with campus contacts and a willingness to facilitate the work management processes as designed while making recommendations for process improvements.
• Support all accounts payable functions including data entry and review processes. Become knowledgable in College wide accounts payable processes and policies.
• Provides clerical support to all Facility Services Staff including: calendaring, filing (departmental records, O&M manuals, SOPs, capital projects, hazardous materials including asbestos and lead paint), meeting coordination and scheduling, incident report processing, coordination with Occupational Health providers, employee travel and reimbursement, office supply purchasing and inventory, maintaining contact lists, etc.
• Provide front office coverage including: interacting with walk in customers and venders, answering non-maintenance related calls and emails, issuing vendor keys and maintaining logs, conference room scheduling, dispatching maintenance calls, etc.
• Draft, obtain input, edit and finalize all manner of correspondence, including letters, memos, minutes of meetings, etc. as requested to support the Department and staff.
• Disseminate key Facility Services messages campus wide. Subjects may include: holiday heating setbacks, planned and unplanned maintenance events, demand response curtailment, outages, office closures, etc.
• Organize all preparation for department events including booking space, catering, sign-in sheets when required, preparation and distribution of meeting minutes. 
• Provide and coordinate minor technical support for printers, computers, and office applications (Google Suite, MS Office, etc.) to all department staff. Escalate situations that cannot be resolved to supervisor or to the Help Desk.
• Have a working knowledge of peer employees’ unique job tasks to provide support during breaks, absences, vacations, etc., including Computerized Maintenance Management (CMMS) system, and accounts payable systems.

Minimum Qualifications:

Education

• High school diploma or GED.
• Bachelors preferred.
• The equivalent combination of education and experience considered.

Experience

• Some administrative or office experience, preferably in a facilities services, academic and/or non-profit setting.

Skills and Knowledge

• Strong interpersonal skills with ability to develop and maintain collegial relationships with clientele such as students, staff, faculty and co-workers.
• Ability to work in a cross-functional team environment where peers share common responsibilities, have unique specialized skills, can support each other and collaborate together on all tasks.
• Excellent communication (written, verbal & telephone) skills.
• Ability to use tact and diplomacy to effectively handle a broad range of interpersonal situations and to respond appropriately to conflicts and problems.
• Ability to meet deadline with minimal supervision, and with a high degree of accuracy in a high tempo environment. • Self-motivated with a high level of initiative and follow-through.
• Ability to maintain high degree of confidentiality and sensitivity to privacy.
• Proficiency in basic data management systems and basic computer software (e.g., Microsoft Word and Excel, Power Point, WordPress [website], Google docs, email and calendaring.)
• Willingness and ability to learn additional software as needed.
• Personal commitment to excellence and the mission of a top-tier small liberal arts college.
• Demonstrated commitment to diversity and inclusivity and to serving the needs of a culturally and educationally diverse and inclusive community with diplomacy and tact.

Desired:

• General knowledge of building systems and maintenance practices employed in higher education facilities management.  

Benefits: Bates College offers competitive salaries, access to the library and athletic facilities, and a supportive, collegial environment in a drug- and smoke-free workplace. This position may accrue leave in accordance with the Maine Earned Paid Leave law.