ADMINISTRATIVE AND WORK CONTROL ASSISTANT - OFFICE OF FACILITIES

The Administrative and Work Control Assistant oversees the Facilities Customer Care Center (work order desk) to ensure that customer needs are efficiently communicated to the appropriate Facilities department. Utilizes the computerized work order system to prepare reports and ensure appropriate assignments and track the completion of work requests. Oversees a small team of student employees who serve as the first point of contact for staff and visitors to the Office of Facilities. Operates the communications dispatch system, answers telephones, and provides administrative, operational and customer service support. Provides administrative support to the Directors of the various departments within the Office of Facilities as needed.  Maintains records and files and processes a variety of procedural and operational forms.

Supervision:  This position reports to the Administrative and Financial Operations Coordinator, Office of Facilities.

Essential Duties:

1. Provide stellar 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.
2. Hire, train and supervise part-time student assistants to staff the Customer Care Center and perform data entry into the work order system. Monitor performance, approve online timecards and provide overall guidance and direction.
3. 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 and tracking of data. Follow-up and monitor work orders to identify improvement opportunities. 
4. 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.
5. Oversee and ensure the maintenance and development of the Office of Facilities web page and Digital Signage.  Maintain and continuously update a photo library of projects AND WORK being executed by the various Facilities departments.
6. Provide training on the use of and access to the work-control system, including iPad utilization for receiving work orders, mobile applications, and other systems, equipment or technologies utilized within the Office of Facilities.
7. Act as liaison to Information Technology Services and coordinate the Technology Renewal Program for the Office of Facilities.
8. Provide administrative support to the Directors of the various departments within the Office of Facilities, as needed.
9. Attend staff meetings and take minutes; recommend methods for improvement of workflow and other departmental service/operational enhancements.
10. Assist in ensuring confidentiality and security of office and records.
11. Participate in special projects as assigned.
12. 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 and skill set of Microsoft Office software applications; highly organized and attentive to detail and processes; ability to work independently with minimal supervision.  The successful candidate will demonstrate the ability to effectively work and interact respectfully within a diverse and inclusive environment and will demonstrate outstanding customer service skills.

Work Environment: Most of the work of the incumbent is carried out within a generally accessible, safe, indoor 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.

At Ithaca College, a comprehensive residential campus community of approximately 5,000 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