CONTRACT AND WORK CONTROL ASSISTANT

Job Summar y: Prepare and oversee the development of contracts originated by the Office of Facilities, to include documenting and attaining all of the appropriate insurance documents and signatures needed for execution. Maintain the College-wide work order system in support of facilities services, facilities maintenance, and facilities grounds and transportation. . Utilize the work order system to prepare reports and ensure appropriate assignment and completion of work requests. Oversee the student employee staff that serve as the first point of contact for staff and visitors to the Office of Facilities in the Customer Care Center. Operate the communications dispatch system, answer telephones, and provides administrative, operational and customer service support.

Supervision: This position reports to the Administrative and Financial Operations Coordinator

Essential Duties:

1. Act as the contract manager for all contracts originated by the Office of Facilities. Prepare all Time and Material contracts, Construction contracts and Professional Service contracts according to specifications set for the by the AVP or appropriate Director. Distribute contracts to appropriate individuals and ensure that correct insurance information is received and cataloged. Attain proper signatures to allow for the execution of the contracts and then distribute executed copies. Maintain an accurate and complete database of contracts and insurance.
2. Provide customer service in support of the Office of Facilities, serving as the first point of contact for staff, faculty, students, contractors, and other visitors. Ensure front office coverage, monitor and respond to telephone inquiries and work requests, and respond to and resolve customer issues. Enter and update work order data and information.
3. Hire, train and supervise student assistants to staff the Customer Care Center and perform data entry into the work order system. Monitor performance, approve online time report forms and provide overall guidance and direction.
4. Manage the College-wide work order system to include the proper distribution of work orders and ensure appropriate information is entered upon completion to allow for closure. Follow-up and monitor work orders to identify any concerns.
5. Analyze data and prepare reports utilizing the work-control system and other College systems for use by the Associate Vice President, Directors, and supervisors within the Office of Facilities.
6. Oversee and ensure the maintenance and development of the Office of Facilities web page. Maintain and continuously update a photo library of projects and work being executed across campus.
7. Assist with the processing of financial transactions as directed by the Administrative and Financial Operations Coordinator using the on-line financial system. Purchase supplies and process orders. Maintain a variety of spreadsheets used for tracking data.
8. Provide training in the use and access of the work-control system, IPad utilization for receiving work orders, mobile applications, and other systems, equipment or technologies utilized within the Office of Facilities. Act as liaison to Information Technology Services and coordinate the Technology Renewal Program for the Office of Facilities.
9. Provide administrative and secretarial support to include preparing and typing correspondences, reports, proposals, records and other documents. Schedule meetings and trainings and provide support for a variety of projects and initiatives.
10. Develop and demonstrate a multicultural awareness and contribute to cultivating an inclusive, diverse and respectful College community. Demonstrate civil and inclusive behavior when interacting with staff, faculty, students and visitors to the College. Promote a flexible, collaborative and inclusive work and living environment and engage in educational opportunities to increase awareness and understanding of diversity and inclusion.

Qualifications: Associate's degree and two years' experience in a higher education, property, facilities, maintenance or construction environment or the equivalent combination of education and experience; demonstrated ability to manage and maintain an automated work order system, strong knowledge of Microsoft Office software applications , highly organized and attentive to detail and processes, and the ability to work independently with minimal supervision. Candidate must demonstrate the ability to effectively work and interact respectfully within a diverse and inclusive environment and demonstrated outstanding customer/client service skills.

Education: Associate's degree and two years' experience in a higher education, property, facilities, maintenance or construction environment or the equivalent combination of education and experience.

Work Environment Most of the work of the incumbent is carried out within a generally accessible, safe, indoor and outdoor environment. The incumbent will be required to use a personal computer and associated equipment. The incumbent may be required to visit indoor and outdoor work sites resulting in the need to walk or drive or make alternative travel arrangements. The incumbent may be required to work nights and weekends in certain circumstances.

Application Instructions:

Interested applicants must apply online at ithaca.edu/jobs and attach a resume and cover letter. Questions about online application should be directed to the Office of Human Resources at humanresources@ithaca.edu. Screening of applications will begin immediately.

Hiring range: $19.19 - $20.51 per hour, commensurate with qualifications and experience. We pride ourselves on providing our benefit-eligible employees with comprehensive benefits, including work/life balance, generous paid time off policies, career-enhancing trainings, educational benefits, and opportunities to give back to the community. Beyond benefits, you’ll enjoy the kind of uniquely rewarding work environment that can only be found in a vibrant college community. For an overview of our benefit offerings, please visit https://www.ithaca.edu/human-resources/employee-benefits-wellness”.

Ithaca College is committed to building a diverse academic community and encourages members of underrepresented groups to apply. Experience that contributes to the diversity of the college is appreciated.

Visa sponsorship is not provided for this position.

About Us
At Ithaca College, a comprehensive residential campus community of 6,500 students, we strive to be at the forefront of the higher education landscape. We offer a distinct integrative learning experience that makes students ready for the personal, professional, and global challenges of our age.

We seek candidates who embrace integrative learning and want to be a part of this exciting time in Ithaca College history. We encourage creative collaboration and innovation in our faculty and staff, providing support and resources for them to grow in their fields and lead students to their own innovative ideas and achievements.

We welcome different ways of thinking and look for candidates with unique points of view and life experiences. We are inclusive of individuals with a wide range of cultural, personal, and professional backgrounds, talents, and skills. Our campus is a vibrant and rewarding community where diverse minds can learn, succeed, and excel.

When reviewing candidates, we are looking for indicators of a number of core competencies. Prospective candidates must be adaptable, collaborative, inclusive, respectful, responsive, results driven, and sustainable. They must communicate effectively, demonstrate leadership, exhibit professional integrity and ethics, take initiative, value personal and professional development, and show that they will engage in the college.

Nestled in the heart of New York State’s scenic Finger Lakes region, Ithaca College sits atop South Hill overlooking picturesque Cayuga Lake and is just minutes away from the city center. Combining small town warmth and charm with the vibrancy of a college community, the thriving and culturally diverse city of Ithaca has been rated by Kiplinger’s as one of the top 10 places to live in the United States.

To learn more about Ithaca College, visit us at http://ithaca.edu