Office Support

Employer
The College of New Jersey
Location
New Jersey, United States
Salary
Salary Not Specified
Posted Date
Sep 26, 2022

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Position Type
Administrative, Business & Administrative Affairs, Other Business & Administrative Affairs, Facilities Management & Physical Plant, Auxiliary Services, Conference & Special Event Administration
Employment Type
Full Time


To enrich education through diversity, The College of New Jersey is an Equal Opportunity Employer. The College has a strong commitment to achieving diversity among faculty and staff, and strongly encourages women and members of underrepresented groups to apply.

The Department of Facilities Operations is a large operational service organization that provides a broad array of service to the campus community through the following areas: Facilities Maintenance (Electrical, Grounds & Automotive Services, HVAC, Plumbing, Housing Repair, Construction Services, Access Control Services), Central Utilities & Energy Plant Operations, Building Services, Mailing & Receiving, Occupational Safety & Environmental Services, and Risk Management Services.

Under the direction of the Director of Building Maintenance, this position serves as the primary administrative support to all faculty, staff, students, vendors, and campus clients in providing administrative support to various aspects of the Facilities department.

Main Responsibilities:
  • Provides administrative coverage of the Facilities front office, including but not limited to full working knowledge of the work order system; provides primary coverage to phones & e-mail communication; ensures all work orders are properly assigned in a timely manner; ensures proper communications of work orders via department radio; runs weekly work order reports and distributes to direct supervisor; Oversees day-to-day functions and work flow within the Front Office working closely with direct supervisor to ensure internal and external clients receive excellent customer service; Ensure all procedures, processes, regulations, and rules are followed; Manage supply orders; Maintains files and records of office.
  • Provides administrative support for driver's license verifications for all who apply to operate a TCNJ vehicle, using the appropriate methods prescribed by each state and in accordance to internal procedures and policies in place. Performs annual verification update for all drivers in database. Performs verifications for Campus Police every six months. Maintains verification records on a google spreadsheet database. Reports any deviations or suspensions to supervisor immediately.
  • Primary point of contact for campus events using Book-It system; Works closely with college event services to ensure proper coverage and work is completed by Facilities; Works closely with direct supervisor to ensure all work orders are properly assigned and completed for events; Meet monthly or as necessary with direct supervisor and Director of Campus Events to ensure event needs are met and suffice; create, assign and distribute work orders to supervisors based on Book-It requests, maintain updates in Book-It on status of work.
  • Primary support of the preventative maintenance program using work order system; work closely with Shop supervisors to make sure all PM's are up-to-date and accurate; use work order system to input PM orders and track status and/or completion; enter required equipment, parts, and tools for all PM work orders; maintain reports related to PM data, including costs and labor hours; works closely with Director of Building Maintenance on new equipment and the necessary information required to create a PM; work with supervisor schedule maintenance programs in various areas; maintain records; coordinate/run WO process.
  • Responsible for maintenance of office equipment, including copy machines and fax machines; maintain office supplies by monitoring inventory; respond to questions and requests for information; scheduling appointments and monitoring meeting rooms for leadership team.
  • Provides clear, polite, and professional communication via phone, e-mail, and mail; Anticipate the needs of others in order to ensure their seamless and positive experience; provides supervisor with all emergent issues in clear and quick communication; other duties as assigned by supervisor or designee.
Required Knowledge, Skills and Abilities:
  • Professional office practices, procedures, and techniques; Spelling, vocabulary, math, and grammar skills appropriate to the level of position.
  • Operating a computer and various software packages; Operating a variety of office equipment; Identifying campus client needs and matching them with available resources; Creating, organizing, and keeping records.
  • Develop and maintain effective working relationships; Meet college expectations regarding excellent, clear, and professional customer service; Maintain a reliable and dependable attendance record; Provide effective and responsive service to department customers and contacts.
  • Proficiency in Word, Excel, Google documents, department work order system, driver's license verification system, and other internal programs required to successfully perform duties of position.
  • Ability to keep professional, clear, and concise documentation and records.
Education and Experience:
  • One (1) year of professional administrative experience in a fast-paced office setting.
  • Ability to work in a fast-paced working environment.
  • Excellent customer service skills including clear, professional and timely communications via phone, e-mail, mail, etc. Ability to speak clearly and listen with understanding to all students, staff, faculty, parents, vendors, and clients. Ability to handle urgent situations clearly and quickly to leadership team.
  • Open-minded to embrace new skills and knowledge of evolving technology and programs needed to support the improvements of the department. Ability to attend training sessions in-person or online to learn new systems and programs as part of duties and responsibilities.
  • Knowledge and experience of Microsoft suite including Word, Excel, PowerPoint. Knowledge and experience of google docs and google sheets. Familiarity with Google e-mail and calendar.
  • Working knowledge of office equipment.
  • Excellent organizational and time management skills; Excellent verbal and written communication skills; Ability to problem solve in difficult situations.
Employer Qualifications:
  • Final offer of employment is contingent upon the successful completion of background and reference checks.
  • Proof of COVID-19 vaccination required for all non-classified positions.
About TCNJ

TCNJ is a highly selective institution that has earned national recognition for its commitment to excellence. Founded in 1855, TCNJ has become an exemplar of the best in public higher education and is consistently acknowledged as one of the top comprehensive colleges in the nation. TCNJ currently is ranked as one of the 75 "Most Competitive" schools in the nation by Barron's Profiles of American Colleges and is rated the No. 1 public institution in the northern region of the country by U.S. News & World Report. TCNJ was named the #10 value in public higher education by the Princeton review in 2009 and, in 2006, was awarded a Phi Beta Kappa chapter - an honor shared by less than 10 percent of colleges and universities nationally. A strong liberal arts core forms the foundation for programs offered through TCNJ's seven schools - Arts & Communication; Business; Education; Humanities and Social Sciences; Science; Nursing, Health, and Exercise Science; and Engineering. TCNJ faculty members are teacher-scholars who share a commitment to liberal learning. TCNJ is located within an hour, by train, of New York City and Philadelphia. The College's campus is set on 289 tree-lined acres in suburban Ewing Township and is known for its natural beauty and has 39 major buildings, including the fourth-best college library in the nation, according to the Princeton Review.

Contact Information

Qualified candidates should apply online and submit a letter of interest, resume (CV), as well as the names and contact information for three professional references. Applications will be considered until a viable finalist has been found.

To enrich education through diversity, The College of New Jersey is an Equal Opportunity Employer. The College has a strong commitment to achieving diversity among faculty and staff, and strongly encourages women and members of underrepresented groups to apply.

The Department of Facilities Operations is a large operational service organization that provides a broad array of service to the campus community through the following areas: Facilities Maintenance (Electrical, Grounds & Automotive Services, HVAC, Plumbing, Housing Repair, Construction Services, Access Control Services), Central Utilities & Energy Plant Operations, Building Services, Mailing & Receiving, Occupational Safety & Environmental Services, and Risk Management Services.

Under the direction of the Director of Building Maintenance, this position serves as the primary administrative support to all faculty, staff, students, vendors, and campus clients in providing administrative support to various aspects of the Facilities department.

Main Responsibilities:
  • Provides administrative coverage of the Facilities front office, including but not limited to full working knowledge of the work order system; provides primary coverage to phones & e-mail communication; ensures all work orders are properly assigned in a timely manner; ensures proper communications of work orders via department radio; runs weekly work order reports and distributes to direct supervisor; Oversees day-to-day functions and work flow within the Front Office working closely with direct supervisor to ensure internal and external clients receive excellent customer service; Ensure all procedures, processes, regulations, and rules are followed; Manage supply orders; Maintains files and records of office.
  • Provides administrative support for driver's license verifications for all who apply to operate a TCNJ vehicle, using the appropriate methods prescribed by each state and in accordance to internal procedures and policies in place. Performs annual verification update for all drivers in database. Performs verifications for Campus Police every six months. Maintains verification records on a google spreadsheet database. Reports any deviations or suspensions to supervisor immediately.
  • Primary point of contact for campus events using Book-It system; Works closely with college event services to ensure proper coverage and work is completed by Facilities; Works closely with direct supervisor to ensure all work orders are properly assigned and completed for events; Meet monthly or as necessary with direct supervisor and Director of Campus Events to ensure event needs are met and suffice; create, assign and distribute work orders to supervisors based on Book-It requests, maintain updates in Book-It on status of work.
  • Primary support of the preventative maintenance program using work order system; work closely with Shop supervisors to make sure all PM's are up-to-date and accurate; use work order system to input PM orders and track status and/or completion; enter required equipment, parts, and tools for all PM work orders; maintain reports related to PM data, including costs and labor hours; works closely with Director of Building Maintenance on new equipment and the necessary information required to create a PM; work with supervisor schedule maintenance programs in various areas; maintain records; coordinate/run WO process.
  • Responsible for maintenance of office equipment, including copy machines and fax machines; maintain office supplies by monitoring inventory; respond to questions and requests for information; scheduling appointments and monitoring meeting rooms for leadership team.
  • Provides clear, polite, and professional communication via phone, e-mail, and mail; Anticipate the needs of others in order to ensure their seamless and positive experience; provides supervisor with all emergent issues in clear and quick communication; other duties as assigned by supervisor or designee.
Required Knowledge, Skills and Abilities:
  • Professional office practices, procedures, and techniques; Spelling, vocabulary, math, and grammar skills appropriate to the level of position.
  • Operating a computer and various software packages; Operating a variety of office equipment; Identifying campus client needs and matching them with available resources; Creating, organizing, and keeping records.
  • Develop and maintain effective working relationships; Meet college expectations regarding excellent, clear, and professional customer service; Maintain a reliable and dependable attendance record; Provide effective and responsive service to department customers and contacts.
  • Proficiency in Word, Excel, Google documents, department work order system, driver's license verification system, and other internal programs required to successfully perform duties of position.
  • Ability to keep professional, clear, and concise documentation and records.
Education and Experience:
  • One (1) year of professional administrative experience in a fast-paced office setting.
  • Ability to work in a fast-paced working environment.
  • Excellent customer service skills including clear, professional and timely communications via phone, e-mail, mail, etc. Ability to speak clearly and listen with understanding to all students, staff, faculty, parents, vendors, and clients. Ability to handle urgent situations clearly and quickly to leadership team.
  • Open-minded to embrace new skills and knowledge of evolving technology and programs needed to support the improvements of the department. Ability to attend training sessions in-person or online to learn new systems and programs as part of duties and responsibilities.
  • Knowledge and experience of Microsoft suite including Word, Excel, PowerPoint. Knowledge and experience of google docs and google sheets. Familiarity with Google e-mail and calendar.
  • Working knowledge of office equipment.
  • Excellent organizational and time management skills; Excellent verbal and written communication skills; Ability to problem solve in difficult situations.
Employer Qualifications:
  • Final offer of employment is contingent upon the successful completion of background and reference checks.
  • Proof of COVID-19 vaccination required for all non-classified positions.
About TCNJ

TCNJ is a highly selective institution that has earned national recognition for its commitment to excellence. Founded in 1855, TCNJ has become an exemplar of the best in public higher education and is consistently acknowledged as one of the top comprehensive colleges in the nation. TCNJ currently is ranked as one of the 75 "Most Competitive" schools in the nation by Barron's Profiles of American Colleges and is rated the No. 1 public institution in the northern region of the country by U.S. News & World Report. TCNJ was named the #10 value in public higher education by the Princeton review in 2009 and, in 2006, was awarded a Phi Beta Kappa chapter - an honor shared by less than 10 percent of colleges and universities nationally. A strong liberal arts core forms the foundation for programs offered through TCNJ's seven schools - Arts & Communication; Business; Education; Humanities and Social Sciences; Science; Nursing, Health, and Exercise Science; and Engineering. TCNJ faculty members are teacher-scholars who share a commitment to liberal learning. TCNJ is located within an hour, by train, of New York City and Philadelphia. The College's campus is set on 289 tree-lined acres in suburban Ewing Township and is known for its natural beauty and has 39 major buildings, including the fourth-best college library in the nation, according to the Princeton Review.

Contact Information

Qualified candidates should apply online and submit a letter of interest, resume (CV), as well as the names and contact information for three professional references. Applications will be considered until a viable finalist has been found.

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