Job Details
Qualifications
- Bachelor of Arts
- Bachelor's degree
- CMMS
- Computer skills
- Management
- Microsoft Excel
- Microsoft Powerpoint
Job Description
Description
Job Title Facilities Administrator
Location Fairbanks, AK, US
Organization Name Facilities
Job Summary
Job Summary: Job incumbent supports the TCC Facilities Department with administration and support by managing Facilities Department operations such as tracking office processes, document/file management, shipping/receiving, contract and project management support and participating in daily activities with the facilities O&M Management Team. Working closely with the Facility Project Managers, this role will support the Facility Director with key projects, operations, budgets & routine facilities administrative tasks.
Adhere to the TCC Ch’eghwtsen’ model of service and guiding principle which requires providing timely and effective service along with the ability to interact with others in a way that inspires trust and demonstrates respect, compassion and empathy.
Essential Functions
Essential Functions: This list is ILLUSTRATIVE ONLY and is not a comprehensive listing of all functions and tasks performed by incumbent(s).
Representative Duties: Under the direct supervision of the Facilities Director the incumbent will:
1. Operate Computerized Maintenance Management System (CMMS) to insure work orders, asset inventory and planned maintenance are functioning and updated. Manage work order statuses. Assist staff with operation of CMMS.
2. Operate Facilities on-line and telephone based Call Center.
3. As needed assist the Facility Director in the preparation and submission of contracts.
4. Assist the Facility Director in the preparation and monitoring of budgets.
5. As needed assist the Facility Director in regulatory compliance and accreditation.
6. Communicate with TCC departments and staff for emergency and routine maintenance needs. Provide information and statuses.
7. Support travel and procurement. Prepare and process travel documents.
8. Create and track Purchase Requests and Service Contracts. Process invoices and maintain soft-ledger to track expenses against encumbrances. Interface with ORACLE Enterprise system.
9. Prepare, receive and distribute documents, reports and correspondence. Compose communications, maintain databases/spreadsheets, and develop written and graphical reports. Track program budgets.
10. Manage space usage database. Update TCC office and space usage information in database. Arrange for updates to floor plans.
11. Manage hard-copy and electronic records including office documents, construction documents and O&M manuals using common practices. Develop and maintain document storage in file cabinets, bookshelves and electronic storage. Update on-line document access system.
12. Manage safety and training materials and track staff training needs. Monitor accreditation requirements to achieve compliance and meet deadlines. Prepare and maintain policy and procedures documents.
Other Responsibilities:
1. Performs other job-related duties as assigned.
Minimum Qualifications
Minimum Qualifications:
1. B.A. in business administration, organizational management, facilities management or related field preferred. Four years office administrative or facilities administrative experience may substitute for education requirement.
2. Strong computer skills with proficiency using MS Word, Excel and PowerPoint.
3. Three years’ experience in facilities operations or a tribal organization preferred.
4. Experience with computer-based management programs using process flow regimes, inter-related functionality between entry fields.
5. Must pass background check pursuant to federal Indian Child Protection and Family Violence Prevention Act requirements and State of Alaska background check.
Knowledge, Skills and Abilities:
1. Strong verbal, written, and interpersonal skills.
2. Ability to operate standard office equipment.
3. Familiarity with ORACLE and TCC procurement system.
4. Strong organizational and time management skills.
5. Familiar with and assures compliance with Privacy Act requirements in all office activities. Ability to maintain confidentiality at all times.
Supervision: This position has no supervisory responsibilities.
Supervision
Physical demands: This position is mostly sedentary, with some periods of standing and walking. Position requires recurring bending, stooping, kneeling, speaking, hearing, and seeing. Job incumbent must be able to lift and carry up to thirty pounds in support of equipment. Job may require occasional overtime and travel.
Summation
Summation: This position has frequent staff contact requiring the ability to present self in polite manner in order to work with varied people. Demands make strong interpersonal skills important. Job incumbent must be able to work independently and be dependable. This position provides critical administrative operational support to the TCC Facilities Department.