Georgia College & State University is the state's designated public liberal arts university. As a member of the prestigious Council of Public Liberal Arts Colleges (COPLAC), Georgia College & State University is committed to fostering a liberal arts environment that values interdisciplinary inquiry, diversity and inclusion, and academic excellence. Georgia College & State University enrolls approximately 7,000 students -5,800 undergraduate and 1,200 graduate students- and is prominently cited for excellence in teaching, undergraduate research, nursing education, and high impact practices outside the classroom in a number of leading publications.

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, approximately 90 miles southeast of Atlanta. Milledgeville is also the home of noted American author and alumna, Flannery O'Connor, and the college community enjoys many exciting literary arts programs at O'Connor's former home, Andalusia, now owned by Georgia College & State University. Milledgeville is also 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 takes great pride in combining the educational experience of private liberal arts colleges with the affordability of a public university. The university's main campus is a residential learning community focused on undergraduate education and a select number of graduate programs. Faculty and staff are dedicated to engaging students through high-impact pedagogies that foster intellectual curiosity, reasoned inquiry, and critical thinking. We strive for excellence in the classroom and beyond. We nurture collaborative leadership and global citizenship, and we value diversity and inclusion in all of its forms.

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 & State University. 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
AAnswer, 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 is committed to the fundamental principle of equal opportunity and equal treatment for every prospective and current employee and strives to create a campus environment which understands, fosters, and embraces the value of diversity. No person shall, on the grounds of race, color, sex, sexual orientation, 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 Georgia College & State University. It is the policy our institution to recruit, hire, train, promote and educate persons without regard to race, color, national or ethnical origin, age, disability, gender, religion, sexual orientation, gender identity or veteran status as required by applicable state and federal laws (including Title VI, Title VII, Title IX, Sections 503, and 504, AREA, ADA, E.O. 11246, and Rev. Proc. 75-50). Georgia College & State University is an Affirmative Action/Equal Opportunity Institution.

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

• Criminal Background Check