Physical Plant Administrative Assistant-Central, SC

GENERAL DESCRIPTION

To provide a safe, clean and comfortable, living and learning environment for the students, faculty and staff of the University. This will be performed in conformance with a variety of standards to complete tasks related to all phases of maintenance, construction, housekeeping, and ground maintenance, vehicle pool operation, and for all properties owned by the university. This person works closely with the Director and Assistant Director of Physical Plant in order to meet the mission of the Physical Plant and to assist in coordinating various responsibilities of the department and requires occasional discretion and judgment.

RESPONSIBILITIES

1. Provide administrative assistance to the director and all three areas of the Physical Plant, consisting of Maintenance, Custodial and Grounds Departments.
2. Maintain the Director’s calendar of meetings and events along with maintaining calendar schedule for employee’s vacation and personal time.
3. Check work order log daily; evaluate, prioritize, distribute to proper personnel for execution and insure work orders are closed at completion.
4. Check vehicle request log daily: process per policy, insuring all information is accurate and approved by the department head; confirm or deny request; then forward request to vehicle pool manager for execution.    
5. Assist Director to insure tax, registration, tag and insurance is up to date on all vehicles in the pool, as required.
6. Attend report and serve as secretary at scheduled manager’s meeting.
7. Serve as liaison for director as required, including the screening of phone calls and visitors.
8. Meet with salesmen, vendors and other suppliers, forming business relation and negotiating pricing to receive the best pricing possible.
9. Maintain and order master chemical inventory for the custodial department, following university policy, including assisting the Director at the beginning of the budget year, purchasing bulk custodial product, in consultation with the custodial manager, for the entire year to receive the best possible price which include, but not limited to: trash can liners, toilet tissue, paper towels, wax and cleaners.
10. Maintain and order first-aid supplies for the Physical Plant, following university policy and insure they are properly stored and distributed.
11. Assist director in managing all purchases which include, but not limited to: preparing requisition, requesting purchase order number, contacting venders for best pricing, placing of order, receiving of purchase, confirming invoice, record, assign charge number and send to director for approval, before sending on to accounts payable, filing copies for the departments records.
12. Assist the director in maintaining complete invoice files for all special projects from conception to completion, insuring all expenditures are included.
13. Assist the director along with other managers to develop the General Plant Budget which include: maintenance, grounds, custodial, and president home.
14. Assist in the initial interviewing process for work study students, determining best area of placement and send to the appropriate supervisor for the hiring process. Also, responsible for maintaining proper number of workers, both federal and non-federal and to hire clerical support for the office.
15. Maintain the gas log for university storage tanks, recording charges to the various departments and insure fuel deliveries are made on time and recorded.
16. Maintain and update the MSDS record regularly in all affected areas of the university, in collaboration with the area representatives, as outlined by OSHA, in the Written Hazardous Communication Program, and to assist in producing the all campus chemical inventory annually.
17. Assist the Director with research and other clerical functions during development and/or updating Physical Plant Policies including, but not limited to: Lockout/Tagout, Written Hazardous Communication, Bloodborne Pathogens Exposure, PPE, Spill Prevention & Counter Control and Storm Water Management along with other safety programs mandated by OSHA, EPA, DEHC and other Governmental agencies and to schedule, assist with the preparation of and during the training sessions.
18. Complete Continuing education in related fields and participate in the Physical Plant safety program.
19. Attend meetings as necessary and assist as needed in preparations for special functions or activities which may include, but not limited to: Graduation, Fine Arts events, Homecoming, Board of Trustee events, Christmas events, and shuttle service during some of these events.
20. Perform other administrative duties or activities as required to complete the mission and objectives of the University’s Administration and Physical Plant.

 QUALIFICATIONS

1. A minimum of a High School Diploma required. Due to the variety of responsibilities a minimum of two years of work experience related to this position is required depending on formal training received and capable of operate standard office equipment.
2. Candidate must be capable of multi-tasking and have experience in office managing.
3. Candidate must have mathematical skills calculating with speed and accuracy to assist in negotiating cost for purchases and contracts.
4. Candidate must be proficient in compiling and maintaining accurate records and reports along with evaluating, planning and writing policies and procedures as required.
5. Candidate must have the ability to tactfully and courteously answer and resolve questions or issues and to establish, maintain cooperative and effective relation with students, parents, faculty and staff along with various venders and other clients, either by phone conversation, e-mail, or in person.
6. Candidate must have the ability to tactfully negotiate cost of purchases.
7. SWU is committed to maximizing the use of technology in its daily operations and in achieving its strategic goals; the ideal candidate will be familiar and comfortable with web-based, mobile and PC applications including but not limited to the use of Microsoft Office (Outlook, Word, Excel). Computer technology is utilized for receiving and logging in work orders on a daily basis and the completion of written reports that may be required.

OTHER REQUIREMENTS

1. Mission and Lifestyle Expectations. The university is a Christian liberal arts institution in the Wesleyan-Holiness theological tradition. In light of SWU’s unapologetically Christ-centered mission, all employees are expected to embrace the university’s Statement of Faith, respect its Wesleyan heritage, and adhere to its lifestyle expectations.
2. Physical/Environmental Requirements. This position primary function is office management but occasional require warehouse activity and is classified as light work conditions, which involves lifting up to 20 pounds. The work environment includes inside and may be required to work outside in a variety of weather conditions during special functions.
3. Safety Requirements. As an employee of the Physical Plant it is imperative that all safety procedures are carried out as outlined in its policies (for example, lockout/tagout, hazard communication, personal protection equipment, spill prevention, and much more). These are available in the Director's office for review. All new employees will go through a safety orientation.
4. Hours of operation. The Physical Plant Department operates on a 40 hour per week work schedule, but may require addition work hours in an emergency and/or during special events.
5. Pre-employment Screening. Employment is contingent on the completion a criminal background screening [and credit check, if applicable].

 salary and benefits

12-month, regular, full-time, exempt position. 

APPLICATION INFORMATION

The application review process will begin immediately. Interested applicants must send a completed staff application with a cover letter and résumé by e-mail to , by fax to 864-644-5980, or by mail to:

Posted November 19, 2015