Work Management, Purchasing and Contracts Assistant

Georgia College & State University (GCSU) is the state's designated public liberal arts university, where students learn the essential skills to compete in a fast-paced and technology-driven global society. The university prepares students for successful careers, leadership in communities, problem solving and life-long learning through personalized attention in a residential setting with opportunities for a variety of transformational experiences through its award-winning, high-impact practices. One of only three selective universities within the University System of Georgia and a top 10 ranked public university in the Southeast, GCSU offers undergraduate degrees in more than 40 majors, 34 graduate programs, doctorates in education and nursing, professional certificates and continuing education programs. 

As a member of the prestigious Council of Public Liberal Arts Colleges (COPLAC), GCSU is committed to fostering a liberal arts environment that values academic preeminence, interdisciplinary inquiry and an inclusive learning community. GCSU enjoys a strong reputation for academic excellence and nationally ranked programs according to US News & World Report, The Princeton Review and Colleges of Distinction - among other ranking sources.

Georgia College & State University takes great pride in combining the educational experience of a private liberal arts college with the affordability of a public university. Faculty and staff are dedicated to student engagement and experiential learning through high-impact practices such as internships, service- and community-based learning, diversity, study abroad opportunities, mentored undergraduate research and a capstone project that fosters intellectual curiosity, reasoned inquiry and critical thinking.

The university's beautiful and historic campus is located downtown in Milledgeville, Georgia, a charming, diverse college town of approximately 19,000 residents in Central Georgia, and only 90 miles southeast of Atlanta. Milledgeville is also the home of noted American author and alumna, Flannery O'Connor, '45, and the college community enjoys many exciting literary arts programs at O'Connor's former home, Andalusia, now owned by the university. Milledgeville is located on the banks of beautiful Lake Sinclair and Lake Oconee, allowing faculty, staff and students to take full advantage of the environmental and recreational benefits of being part of a lake community. For cultural, educational and leisure opportunities beyond Milledgeville - Macon and Atlanta are located within easy driving distances.

Georgia College & State University is committed to protecting academic freedom in addition to supporting the freedom of expression as outlined in the University System of Georgia's Freedom of Expression and Academic Freedom policy and its Ethics Code of Conduct . For more information, visit us online at gcsu.edu.

The Incumbent will serve as the primary point of contact for maintenance requests through effective and efficient management of dispatching system to support customers, maintenance technicians and department supervisors. Incumbent will also support contract procurement associated with facilities construction, renovation, design, operation, and purchases for Georgia College.  Procurement support includes submitting requisitions for maintenance supplies and services in support of Facilities Management. Closely interacts with Facilities Management employees, other department representatives, and vendors.

Process/Dispatch Work Orders - 35
Process, initially prioritize, validate, and distribute all incoming work requests to appropriate personnel in a timely manner; Process and dispatch all requests received for emergency work orders immediately to the appropriate supervisor/technician; relay comprehensive, accurate information to proper parties in urgent or emergency situations; Enter maintenance request data and other information into the computerized maintenance management system (CMMS); Create work orders from call-in sheets; Create/update work orders with pcard purchase information; Audit outstanding work orders; Work and communicate with internal/external customers to provide accurate information and quality services targeted to meet customer expectations; Listen attentively and note callers' questions and requests; Gauge severity of incoming inquiries; use sound judgment and knowledge of the organization's operations and procedures to appropriately respond to callers' questions and requests; Answer inquiries and redirect work orders as needed; Maintain clear and concise communications with department managers, crafts personnel in the field and customers; Handle requests for information, research relevant histories, logs and CMMS data; summarize information obtained in form of a verbal report, e-mail and/or written report/spreadsheet.
Administrative Support - 20
Answer, screen and transfer inbound phone calls; Receive and direct visitors and clients; General clerical duties including photocopying, filing, fax and mailing; Retrieve documents from filing system; Handle requests for information and data; Resolve administrative problems and inquiries, Prepare written responses to routine inquiries; Prepare and modify documents including correspondence, reports, drafts, memos and emails; Schedule and coordinate meetings, appointments and travel arrangements for AVP, Directors, Assistant Directors and/or supervisors; Prepare agendas and schedules; Record, compile, transcribe and distribute minutes of meetings; Open, sort and distribute incoming mail/correspondence; Inventory, order and distribute office supplies; Coordinate maintenance of office equipment; keep copiers stocked with paper/toner. Coordinate and maintain records for staff; Update staff bulletin board and job board; Assist with overflow work from the Operations Manager; Perform a range of administrative support activities for Facilities Operations managers, supervisors and staff
Purchasing - 20
Coordinates the purchase of products and materials on behalf of Facilities Management; Prepares all purchase requisitions upon receipt of quotes/orders; Track and monitor all requisitions/purchase order information and communicate with staff and upper management as needed or requested; Resolves purchasing problems in a timely manner; Coordinates contract renewal agreements and initiate requisitions for any desired renewals in a time-frame that will ensure that agreements do not lapse. Consults with management, and budget department regarding budgetary considerations on purchases; Follows all purchasing guidelines established and issued by the Georgia Department of Administrative Services, Board of Regents, and University System of Georgia Purchasing Divisions.
Accounts Reconciliation - 10
Accurately processes authorized requests for purchasing cards and fuel statements. Prepare monthly fuel and Pcard reports and distribute to appropriate areas. Responsible for receiving all invoices for Facilities Management. Verifies and submits invoices to accounting for payment in a timely manner. Contacts vendors to obtain quotes, get copies of invoices, and make inquiries regarding invoices/payments. Coordinates and track the payment status of all contracts with Project Managers. Continuously communicates with the purchasing department about special situations such as change orders partial shipments or damaged/returned goods.
Records Management - 10
Maintains accurate files on all purchase requests; Handles administrative duties relating to purchases, including tracking requisitions and/or purchase orders; answer questions related to purchasing; Update shared drive to include quotes/invoices/requisition/purchase orders, or any other documentation related to purchasing, and ensure records are kept up to date. Maintains a master database of all service contract agreements. Maintain a database of BOR approved contract documents. Review all contract documents, including change orders and amendments prepared by Project Managers for compliance with BOR policies prior to submittal to university administration for signature. Generate reports to BOR that are tied to contracts, Major Repair and Rehabilitation (MRR).
Other - 5
Cross train with other team members and serve as backup for support staff positions as needed; Perform other duties as assigned

Educational Requirements
High school diploma or equivalent
Other Required Qualifications
Proficient using Microsoft Office products (Word, Excel, PowerPoint, and Windows); Experience using PeopleSoft; Accurate typing skills;
Detail oriented; Must have excellent communication skills both verbal and written with the ability to convey detailed information accurately and quickly;
Excellent customer service skills; Ability to multi task.
Required Experience
2-3 years of administrative work experience and prior dispatching, maintenance call center, or customer service experience.

Preferred Educational Qualifications
Associate's Degree or vocational or technical school degree
Preferred Experience
Experience with Computerized Maintenance Management Systems (CMMS)

• List of References

ABILITIES
Ability to work both independently and in a team-oriented, collaborative environment; Ability to effectively prioritize and execute tasks in a high-pressure environment; Detail oriented and ability to create, follow, update, and organize processes; Ability to establish and maintain cooperative working relationships with management, staff, and internal and external customers; Ability to communicate effectively, both verbally and in writing with a diverse range of individuals; Ability to compose and respond to emails; Ability to recognize emergency situations and identify and notify necessary staff as dictated by the situation; Ability to use 2-way communications media for dispatching maintenance calls; Ability to maintain accuracy and attention to detail when completing multiple assignments; Ability to maintain confidentiality of sensitive information. Must be able to sit for an extended period of time; Ability to lift 15-20 lbs unassisted.
KNOWLEDGE
Proficient in Microsoft Office Word, Excel and Outlook; Must be able to use PeopleSoft and work management applications (i.e.  Maintenance Direct)
SKILLS
Strong interpersonal skills; Excellent customer service and communication skills; Excellent typing skills

Georgia College & State University (GCSU) is committed to the fundamental principle of equal opportunity and equal treatment for every prospective and current employee. No person shall, on the grounds of race, color, sex (including pregnancy, sexual orientation, and gender identity), religion, national origin, age, disability, veteran status, or genetic information, be excluded from employment or participation in, be denied the benefits of, or otherwise be subjected to discrimination, under any program or activity conducted by GCSU.

Georgia College & State University is a national award-winning institution in areas of student success and achievement. It strives to achieve excellence in the composition of its community, educational programs, university policies, research and scholarship, campus life, employment practices, extracurricular activities, and community outreach. It is a priority of the university to be a welcoming and inclusive environment so that its campus culture will enhance the ability of its community members to succeed in their endeavors, to be respected as individuals, and to feel a sense of belonging. Please visit Equal Employment Opportunity for more information.

This is not a supervisory position.
This position does not have any financial responsibilities.
This position will not be required to drive.
This position does not require a purchasing card (P-Card).
This position will not travel
This position does not require security clearance.

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