Senior Administrative and Communications Coordinator
Carnegie Mellon University
Location: Pittsburgh, Pennsylvania
Internal Number: 2020510
The departments of Facilities Management & Campus Services (FMCS) work together to provide Service Excellence. The departments within FMCS offer the following services:
Facilities Management - maintenance and repair, event support, custodial services, access control, grounds and landscaping, life safety systems, FMS storeroom
Campus Services - includes university stores, copy centers, printing, post office, and parking and transportation
Sustainability - extensive recycling and green practices
We value: Dedication, Impact, Collaboration, Creativity, Empathy, Inclusion, Integrity, Sustainability and Safety, reflected in the value of our workforce and our community through the planning and execution of every facet of our work.
The Sr Administrative and Communications Coordinator is part of the FMCS Service Response Center (SRC) and is responsible for providing advanced administrative and communication support to FMCS staff and customers on campus. This position will assist with projects and events that require in depth knowledge of departmental practices, policies and procedures. The position requires strong attention to detail, excellent customer service and a team-oriented approach.
Job Functions/Core responsibilities:
Provide excellent customer support and assistance to FMCS staff, including answering service phones and dispatching calls, collecting critical information from requesters, deciding the urgency of the request, and assigning work to trade staff.
Facilitate communication between FMS supervisors and campus customers to ensure work is completed to the customer's satisfaction. Takes initiative to resolve complaints by working with FMS supervisors and trade staff and recommends changes to procedures when necessary.
Interact with Director of Client Services to collaborate and handle a variety of communications to key campus stakeholders.
Create content for Facilities Management & Campus Services related events and ensure that communications are within departmental standards.
Update and assist with FMS department website content as needed.
Manage FMS social media platforms (twitter, blog, etc...).
Assist with processing requests for special events such as Commencement, Homecoming, Spring Carnival, Freshmen Orientation, etc...
Contribute to team effort in SRC by assisting co-workers with clarification of all processes, verifying and ensuring established procedures are followed. Communicating effectively and working closely with the team to ensure a successful outcome for FMS and all campus customers.
Assist with daily and weekend shift coverage for FMS supervisors and our external answering service.
Act as a liaison with supervisors, trade staff and campus customers for demand management and other utility related events.
Update old FMCS policies and assist in creating new policies.
Manage the online Operations Folder and its content for relevancy.
Update the FMS Operations Schedule and Zone Assignments when bids occur.
Annual verification of FMS trade staff required licenses.
Manage electronic filing of all personnel records.
Keep updated records and maintain department training and certifications spreadsheet.
Professional development and continuing education.
Other related duties as assigned.
Associate's degree in Business Management or related field preferred.
Minimum 3-5 years of experience in an office setting, preferably within a campus community, or similar large institutional setting
Technical knowledge of facilities related software, such as Maximo and EZMaxMobile Work Order tracking software.
1+ year(s) of experience in communications and event management.
Strong writing, editing, project management, interpersonal and communications skills.
Experience with coordinating facilities-related resources, planning and administering events based on campus customer's needs is preferred.
Team player with a high level of self-motivation.
Ability to work effectively as a team member and independently.
Advance working knowledge of Microsoft Office Suite.
Ability to manage multiple priorities, trouble-shoot, and to meet short- and long-term deadlines.
Excellent written and verbal communication skills.
Physical and Mental Requirements:
Ability to work well with others and/or as part of a team.
Ability to pay close attention to detail; keep and maintain accurate and detailed reports and records.
Ability to meet deadlines, work under pressure and with frequent interruptions.
Ability to understand and follow directions.
Ability to prioritize work and handle multiple tasks simultaneously.
Ability to collaborate with colleagues at all levels of the organization regarding a variety of relevant issues.
Ability to work well with others and/or as part of a team.
Required to work in a normal office environment.
Required to work normal business hours; evening and weekend work may occasionally be required.
Pre-employment drug and alcohol screen
Administrative Support and Coordination
Staff - Regular
Full Time/Part time
Please visit "Why Carnegie Mellon" to learn more about becoming part of an institution inspiring innovations that change the world.
Carnegie Mellon (www.cmu.edu) is a private, internationally ranked research university with programs in areas ranging from science, technology and business, to public policy, the humanities and the arts. More than 12,000 students in the university’s seven schools and colleges benefit from a small student-to-faculty ratio and an education characterized by its focus on creating and implementing solutions for real problems, interdisciplinary collaboration and innovation. A global university, Carnegie Mellon’s main campus in the United States is in Pittsburgh, Pa. It has campuses in California’s Silicon Valley and Qatar, and programs in Africa, Asia, Australia, Europe and Mexico.