Administrative Services Coordinator III - Facilities

Job Title

Description of Job Duty:

The overall purpose of this position is to coordinate with the Financial Services Manager, AVP of Facilities & Business Services, Director of Facilities Engineering, and Director of Maintenance to execute protocols to make the work order system more effective and improve communication campus wide regarding work order status.

Tennessee Tech is an Equal Opportunity/Affirmative Action employer.

Responsibilities

Essential Functions:

1. TMA Work Order Responsibilities
   1. Coordinate and manage the work order system, ensuring accurate tracking, timely updates, and efficient workflow management.
   2. Generate and provide status reports and operational metrics to the Assistant Vice President of Facilities & Business Services, Director of Facilities Engineering, Director of Maintenance, and Financial Services Manager.
   3. Evaluate system enhancement opportunities and collaborate with Information Technology staff to implement improvements that increase efficiency and reporting capabilities.
   4. Provide clerical and technical support to Facilities personnel regarding work order system updates, modifications, and best practices.
   5. Maintain comprehensive work order records, including documentation, notes, reports, tables, forms, and other administrative materials to support departmental operations and decision-making.
2. Front Desk / Office Duties
   1. Oversee the daily front-office environment, ensuring a welcoming and professional experience for students, faculty, staff, contractors and guests.
   2. Provide comprehensive administrative and clerical support to facilitate the efficient operation of Facilities & Business Services.
   3. Maintain cross-functional knowledge of departmental clerical and financial processes, enabling seamless support across multiple operational areas.
   4. Verify, track, and maintain permits, licenses, and related documentation, ensuring accuracy, compliance, and secure recordkeeping.
   5. Ability to multitask and problem solve.
3. Customer Service
   1. Serve as a primary point of contact for inquiries, directing requests appropriately and providing exceptional customer service.
   2. Maintains open lines of communication campus wide regarding work order status.

Physical Demands: Those typical of an office environment.

Work Hours: Monday-Friday, 8:00 a.m. - 4:30 p.m.

Special Instructions: Applicants are required to electronically upload a cover letter, resume, and complete contact information for three references. References will be contacted at a later date. Submission of materials is the applicant's responsibility. Applications without all required materials are incomplete and will not be considered.

Salary: Commensurate with education and experience. Level S3, Grade 7.

Benefits Information: Tennessee Tech offers a competitive benefits package. Benefits include the initial accumulation of one vacation day per month, one sick leave day per month, and thirteen (13) University holidays. Other benefits include medical and life insurance (shared cost with the university), retirement, optional 401k, and educational benefits.

Qualifications

Minimum Qualifications:

1. High school diploma or equivalent.
2. Must possess strong technology skills, including the ability to effectively use and learn software applications, database systems, electronic work order systems, and Microsoft Office programs to support departmental operations and reporting functions.
3. Minimum of three years general office/clerical and customer service experience.
4. Excellent written and verbal communication skills.

Preferred Qualifications:

1. Experience with TMA work order system.
2. Employment background with university work order system.