Primary Purpose: Under the general supervision of the Director of Building Operations performs administrative support duties related to the facilities and maintenance for the Department of Building Operations.
Coordinate all work order requests via phone, email or work order system; prioritize and assign jobs to appropriate personnel. ? Maintain database and/or file of work orders and service requests for monthly reports.
Maintain staffing calendar, project, and event schedules to ensure appropriate coverage for School of Dentistry and Union City Clinic.
Prepare/track requisitions, purchase orders, and payables for Building Operations and Mail Services.
Monitor all departmental expenditures; maintain monthly and yearly summaries.
Develop and maintain department reports to include utility usage, productivity, hazardous waste generation, SF Fire Binder and manifests, etc.
Manage electronic and manual filing systems for the department.
Establish and maintain reference information for mechanical, electrical and plumbing components as well as clinic and laboratory areas.
Maintain permits, service agreements and preventative maintenance contracts with vendors. Monitor schedule of maintenance and or repair of equipment as stated in contract
Price/order all supplies for the department to include specialty items such as oxygen, nitrogen, nitrous oxide, and specialty alcohol; maintain records of orders and monthly charges for same.
Perform general administrative duties to include receiving visitors, answering telephones, copying, faxing, processing department mail, and composing correspondence.
Provide coverage for Mail Services Department, as necessary.
Make appropriate preparations for travel arrangements, conferences and meetings; make room and equipment reservations for meetings and seminars.
Assign lockers and issue keys to students, faculty, and staff; maintain accurate records of assignments.
Maintain and provide updates to building signage for rooms, directions and names or titles for staff/faculty.
Perform annual inventory of Fixed Assets, Physical Plant and Paper Stock inventory.
Perform all other duties as assigned by the Director, Building Operations or their designee.
Minimum Qualifications: Knowledge of:
Office methods and procedures
Principles of business letter and report writing
Intermediate Microsoft Word, Excel and Outlook mail systems.
Minimum of two years increasingly responsible administrative experience.
Facilities coordination experience helpful.
High school diploma or equivalent
Preferred Qualifications: Ability to:
Project a professional image, demonstrate strong interpersonal skills and communicate in a collegial and professional manner with administrators, faculty, staff, students and general public.
Take initiative in the organization and maintenance of departmental responsibilities, projects, and procedures.
Demonstrate excellent problem solving and follow-through skills.
Establish and maintain effective work relationships.
Prepare financial reports and documentation
Work productively under pressure with minimal supervision.
Manage time, organize duties/assignments, and set priorities to meet multiple deadlines.
Maintain high level of confidentiality of information.
Work effectively and accurately with multiple interruptions.
Operate a variety of office equipment including computer, copy machine, scanner, fax machine and two-way radio.
Compose, edit and proofread professional letters, memos, and reports.
Type 50 wpm.
Physical Requirements: The physical demands described here are representative but not definitive 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.
Work performed is primarily general office/administrative with frequent use of computer keyboard and phone.
Requires sitting majority of the working day; occasional standing, bending and walking.
Occasional lifting of up to 15 lbs should be anticipated.
Position is full-time, 7.5 hours per day, 5 days per week.
Hiring Range: 29.19 per hour
Background Check Statement: Applicants who are selected as final possible candidates must pass a criminal background check.
University of the Pacific is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.
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Drawing on its rich legacy as the oldest chartered university in California, Pacific is a student-focused, comprehensive educational institution that produces outstanding graduates prepared for personal and professional success. Our student body thrives in Pacific's small classes and dynamic cultural environment, while our distinguished alumni are transforming their communities every day.
University of the Pacific is a nationally ranked university with a long tradition of dedicated teaching, small class sizes, practical experience and vibrant residential life. The breathtaking main campus in Stockton, California is home to seven schools and colleges, with more than 80 majors and programs of study. Pacific also has the McGeorge School of Law in Sacramento and the Arthur A. Dugoni School of Dentistry in San Francisco. Total university enrollment is nearly 7,000, with 3,757 undergraduates in an average class size of 19 and a student/faculty ratio of 14:1. Eighty-seven percent of students come from California, with 35 other states and 25 foreign countries also represented.