Position Type: Secretary and Administrative Assistants
Senior Secretary, Housing
Job Description
The position provides a variety of secretarial support to the facilities operation of housing by creating and disseminating work order tickets, running reports, sharing vital information between the administrative team and facilities' supervisors, assisting with procurement of supplies and equipment, and monitoring assigned projects and/or program components.
Responsibilities
Places and receives telephone calls and greets visitors; provides information or routes callers to appropriate staff members; takes messages as needed. Evaluates issues to determine appropriate referral needed; forwards emergency calls to the proper person immediately or determines who can respond to emergencies.
Receives all work order requests, performs data entry and creates work order tickets for Housing and Physical Plant staff using The Maintenance Authority system.
Monitors work order statuses and work order requests daily.
Communicate with employees, departments, administrators, and students for the purpose of updating work order tickets and providing information and assistance relating to the housing facilities operation.
Monitors a wide variety of housing facility logs (ex. work order statuses, call backs, fire extinguisher logs, etc.) for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.
Assists Custodial Supervisor and Maintenance Supervisor in establishing required maintenance schedules.
Informs administrative staff of maintenance schedules that require entry of University staff into student rooms or that alter normal operating procedures.
Acts as a primary liaison between Housing administrative staff, the Custodial Supervisor, and the Maintenance Supervisor, disseminating pertinent information as needed., and well-maintained.
Maintains facilities files, both digital and physical, to compile data for the purpose of preparing reports or processing requests.
Develops and disseminates monthly callback calendar for on-call Housing staff.
Maintains a variety of ongoing reports including appliance changeouts, tub repairs, carpet replacements etc. These reports are updated on an as needed basis.
Utilizes TMA to create and disseminate work order reports as requested. Reports include general reports (ex. Open Work Orders) or specialized reports (Recent Leaks in X Building).
Ensures security, integrity, and confidentiality of data.
Procure supplies and materials for the purpose of maintaining the availability of required items for Housing central staff. (office supplies, printer cartridges, batteries, etc.)
Maintains inventory of supplies and materials for the Housing central staff (ex. office supplies, appliances, etc.)
Assist Facilities personnel with questions regarding payroll and timesheet entry.
Adds charges to student accounts for lost keys and damaged property.
Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
Other duties as assigned.
Qualifications
Qualifications Minimum Qualifications: Candidates must have a High School Diploma or GED and one to two years office experience.
Preferred Qualifications: Professional experience in a construction or maintenance office.
Application Process: Qualified candidates should apply online. Attached resume is required for consideration. Application Deadline: Review of applications is expected to begin on May 30, 2025, and will continue until the position has been filled. Minimum Hiring rate $14.76 per hour (Market Range: MR05) - Salary commensurate with education and experience.
Job Identification: 2852 Job Category: Administrative Posting Date: 05/06/2025, 09:34 PM Job Schedule: Full time Locations:
210 Hurt Street, Martin, TN, 38238, US
