Job Details

Facilities and Maintenance Administrative Access Coordinator

Position Number: 6804014
Location: Claremont, CA
Position Type: Facilities Management

Facilities and Maintenance Administrative Access Coordinator
Harvey Mudd College

Full Time
REQ-7792

NOTE TO APPLICANT: Some positions require a resume, cover letter and/or other documents to be submitted with your application. Please submit these as one attachment in the My Experience section of the application under the "resume/CV" upload section. Once you submit your application, you will not be able to attach additional documents.

Job Posting Title:
Facilities and Maintenance Administrative Access Coordinator

Job Description:
Job Title: Facilities and Maintenance Administrative and Access Coordinator

POSITION SUMMARY:
The Facilities and Maintenance Administrative and Access Coordinator (FMAAC) performs a broad range of highly skilled administrative and access duties for the Office of Facilities and Maintenance (F&M). Duties and responsibilities include all aspects of key and card access management, including visitor check-in, coordination of facilities related needs for summer student housing and dorm damage billing and serving as the office evacuation coordinator. The FMAAC provides support for emergency preparedness and safety, and department reports/data management.

DUTIES AND RESPONSIBILITIES:
Responsibilities are performed independently under general supervision of the Assistant Vice President for Facilities and Maintenance. The position requires strong organizational skills, attention to detail, initiative, judgment, and discretion. The successful candidate must have the technological ability and aptitude to work with the department's systems, the capacity to manage multiple priorities, and work well in a diverse and fast-paced environment. Daily duties will change, as priorities and cyclical projects vary throughout the year.

Reception and Communication

Answer department phones and greet visitors; take messages or refer individuals to the appropriate person or office.
Perform function of base dispatch radio for the department to ensure service calls are routed appropriately. Ensure that requests for action or information are directed to the appropriate staff member(s); interpret requests and help implement action; follow-up to ensure that information is furnished in a timely manner; determine if a matter is of an important or urgent nature requiring immediate action. Communicate with faculty, staff, students, outside agencies, and other individuals as needed.
Assist with and initiate communications between Facilities and other constituents in writing (including electronic communication), in person and over the phone. Prepare special reports, summaries and/or replies.
Occasionally provide relief or backup for all clerical and administrative positions during periods of heavy workload or team member absence.
Performs other duties as assigned.

Administrative Support

Research, compile, design, and draft information for preparation of reports, PowerPoint presentations, Excel spreadsheets, and projects; assures proper format, accuracy, and completeness; and prepares and processes a variety of correspondence and documents.
Maintain data, prepare, or edit various types of internal and external reports for the department's Directors; compile information to be used in such documents/communications.
Support the Assistant Vice President for Facilities and Maintenance by developing and maintaining documentation and checklist for internal processes related to the position; research, gathers, organizes, and maintains various documents.
Create and implement reports and systems to enhance operations within the department.
Prepares and audits payment packages; reviews a variety of expenditures; matches purchase orders with invoices, verifies prices and mathematical accuracy of payments, applicable taxes, and account codes; ensures fund availability; reviews contracts and agreements; verifies management approvals, and liability insurance coverage.
May pick up paychecks for monthly, hourly, students and interim checks.
Periodically perform timely duties to assist Assistant Vice President for Facilities and Maintenance with Facilities Use Coordinator and Facilities Operations Assistant Manager duties in times of need or absence.
Performs other duties as assigned.

Key/Card Access and Student Summer Housing

Manage both physical control and records and inventory of all key, card and combination assignments and appropriate budgets for all access points throughout the campus.
Manages Facilities and Maintenance visitor check-in ID badge process, software, and equipment. Troubleshoots and corrects programming issues, coordinates repair as needed.
Coordinate, as directed, all aspects of facility related needs for student summer housing Includes, scheduling and maintaining records and coordination of inspections, cleaning, and key/access assignments.
Coordinate dorm damage assessment process, including the cost billed back to the students for damage repairs. Includes providing appropriate billing information to Students accounts as appropriate to meet predetermined billing cycle deadlines.
Provide training to students, faculty, and staff specific to key, card and combination lock access, student summer housing, and damage billing. Maintain records of all training conducted, including sign-in sheets, test scores (where applicable), and copies of information covered.
Participate in the development, implementation, administration and evaluation of systems, projects, policies, and procedures pertaining to access, student summer housing, and damage billing. Initiate improvements and changes as needed.
Conduct research as appropriate to support projects or initiatives within the department.
Order supplies and equipment. Negotiate contracts and pricing with vendors. Maintain necessary equipment relevant to key, card swipe and combo lock access, student summer housing, and dorm damage billing.
Receive and process invoices, receipts and payments pertaining to summer housing and key, card and combo lock access.
Recommend and administer procedures that relate to key, card and combo lock access, student summer housing, and damage billing.
Meets/coordinates with campus and consortium Americans with Disabilities Act (ADA) administrators and coordinators to ensure compliance guidelines are being met.
Performs other duties as assigned.

Other Tasks

Responds independently to inquiries and interprets department policies and procedures as established by the supervisor or the college.
In the Assistant Vice President for Facilities and Maintenance absence, ensures that requests are relayed to the appropriate staff member or department or interprets requests and implements action and handling in a timely manner.
Serves as a liaison with other offices on campus as an information central.
Periodically perform timely duties to assist Assistant Vice President for Facilities and Maintenance with Facilities Use Coordinator and Facilities Operations Assistant Manager duties in times of need or absence.
Assist with other special projects, initiatives, and duties as assigned.
Analyze and enhance current systems or develop new systems to assist with departmental operations.
Respond independently to inquiries requiring knowledge of systems, policies, procedures, and guidelines.
Provide telephone and counter support for Facilities and Maintenance Office as needed.
Perform other essential duties and tasks specific to the position or as assigned.
Schedule work with outside/off campus contractors.
Issue work orders to Central Facilities Services.
Oversee and manage insurance and other certificates with contracted work service providers.
Performs other duties as assigned.

Communication

Assist with and initiate communications between Facilities and other constituents in writing (including electronic communication), in person and over the phone. Following general guidelines, prepare special reports, summaries and/or replies.
Establish and maintain a positive and cooperative working relationship with members of the department and campus community.
Maintain proficiency by continually updating knowledge through appropriate means.
Effectively perform in a service environment.
Performs other duties as assigned.

Safety and Work Habits

Maintain an acceptable attendance record, punctuality, and meeting deadlines.
Maintain a functional awareness of the typical hazards of the workplace as well as the special hazards that may be encountered at HMC such as biohazards, radiation, chemicals, etc.
Follow established procedures for dealing with such potential hazards.
Promptly reports accidents on the job, preparing and submitting accident reports.
Participate in safety, emergency preparedness and emergency response training and exercises.

REQUIRED QUALIFICATIONS
Education and Experience:
Education: Baccalaureate degree in a related field, or any combination of education and experience equivalent to graduation from college in a related field, and training or experience that provides the required knowledge, skills and ability.
Experience: Three or more years of relevant experience, or any combination of experience and education or training.
Licenses: Valid driver's license and a driving record acceptable to the College's automobile insurance carrier.

Knowledge, Skills, and Abilities:

Must possess strong technology skills and familiarity with Microsoft Office products.
Must have the ability to work independently exercising discretion and judgment in the performance of job responsibilities as well as work collaboratively with team members.
Knowledge and understanding of state and federal regulations as they relate to essential functions.
Knowledge of effective administrative principles and practices.
Proven, effective problem-solving skills.
Must possess excellent organizational, research, communication and writing skills.
Must have strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
Must be efficient in prioritizing work on simultaneous projects with an ability to meet deadlines.
Must be able to process confidential information with discretion.

Remote Work Eligibility:
Category A:
All staff positions, regardless of remote work eligibility, require an initial 30-calendar-day
on-campus work period. Based on an evaluation by the supervisor and area Vice President, this position is classified as Category A as defined in the College's Remote Work Policy, with occasional ad-hoc remote work flexibility. Your position is essential to on-campus operations and requires you to work exclusively on campus
Your standard working hours will generally be from 8:00 a.m. to 5:00 p.m., Monday through Friday, though these hours may vary depending on departmental and College needs.

All remote work arrangements, including ad-hoc remote work, must be approved by the direct supervisor, area Cabinet member, and Human Resources, and are subject to periodic review based on institutional needs. These arrangements are neither guaranteed nor considered entitlements and may change due to factors such as employee performance, evolving business needs, or changes to the position.

Physical Requirements:
While performing the duties of this job, the staff member is regularly required to sit; stand, use hands and fingers and talk or hear. The employee is occasionally required to reach with hands and arms. The individual must regularly lift and/or carry up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Hours:
Hours: The regular hours are 8:00 a.m. to 5:00 p.m., Monday - Friday. Hours will vary due to the needs of the department or the College and may require occasional after hours and weekend work.

Classification:
This is a non-exempt, full-time, benefits-eligible position.

Salary:
$26-$28 an hour

Reports To:
This position reports to the Assistant Vice President for Facilities and Maintenance

Additional Information:
This job description defines the essential job duties of the position. Harvey Mudd College expects that employees hired for this position can perform the essential functions of the job without imposing risk of substantial harm to the health or safety of themselves or others. It may also include marginal functions, generally defined within Title I of the Americans with Disabilities Act.

Regular employment at the College is for no specified period; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time. Employment is at-will and employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.

Harvey Mudd College is an Equal Opportunity Employer. Qualified applicants will be given consideration for employment without regard to age, race, gender, national origin, sexual orientation, protected veteran's status, disability, or any other characteristics protected by applicable law.

Please note that in order to be considered an applicant for any staff position at Harvey Mudd College you must apply for each position for which you believe you are qualified.

To apply, visit https://theclaremontcolleges.wd1.myworkdayjobs.com/en-US/HMC_Careers/job/Platt-Campus-Center/Administrative-Coordinator--Facilities-and-Maintenance_REQ-7792-1