What are the responsibilities and job description for the Administrative Assistant- Plant Operations position at Fort Valley State University?

Job Description

FORT VALLEY STATE UNIVERSITY (FVSU), a state and land-grant institution of the University System of Georgia, invites applications for the position of Administrative Assistant- Plant Operations.

Fort Valley State University, the only 1890 land-grant university in Georgia, is a comprehensive institution that provides an education to over 2,800 students including graduate students. The university is located in the town of Fort Valley in Peach County, the original site of the state's peach industry. Its 1,365-acre (5.52 km2) campus is Georgia's second-largest public university in area.

Fort Valley State University is an affirmative action, equal opportunity institution and does not discriminate against applicants, students, or employees on the basis of race, gender, ethnicity, national origin, sexual orientation, religion, age, disability, or marital or veteran status.

JOB SUMMARY :

Provide administrative and clerical support to the department. Work involves distribution of information and messages by direct personal, written, two-way radio, and telephone contact. Has general responsibility for managing the Computerized Work Management System (CMMS).

ESSENTIAL DUTIES / RESPONSIBILITIES :

Serve as the primary point of contact for receiving and processing work orders within the Facilities Management department.

Review and prioritize incoming work orders, ensuring accurate documentation and proper assignment to the appropriate shop or team.

Dispatch work orders efficiently and communicate with maintenance staff to ensure timely handling of requests.

Monitor the progress of work orders, providing regular updates to requesters and addressing any issues or delays.

Follow up with shops and customers to confirm satisfactory completion of work orders and maintain high levels of service quality.

Utilize the Computerized Maintenance Management System (CMMS) to document all activities, generate reports, and analyze trends related to maintenance requests.

Provide detailed and accurate work order reports for departmental use, identifying completed, pending, or outstanding tasks.

Coordinate with vendors and schedule contracted services as required for specific maintenance needs.

Assist in ordering, tracking, and maintaining inventory of parts and materials needed for various maintenance and repair tasks.

Work with shops to ensure timely procurement and delivery of parts and materials, resolving any supply issues promptly.

Process purchase requisitions, manage vendor communications, and maintain accurate records of all purchases.

Perform general administrative duties, including answering phones, maintaining files, scheduling meetings, and handling correspondence.

Act as a liaison between the Facilities Management department and the campus community, ensuring clear communication and efficient coordination.

Perform other duties as assigned

KNOWLEDGE, SKILLS, AND ABILITIES :

Strong organizational skills with the ability to manage work orders, track materials, and coordinate purchases.

Knowledge of procurement processes, including creating purchase requisitions, vendor coordination, and maintaining inventory records.

Excellent verbal and written communication skills for interacting with team members, vendors, and customers.

Strong attention to detail and accuracy in documentation, and reporting

Ability to handle multiple tasks efficiently in a fast-paced environment.

Proficiency in Microsoft Office Suite (Word, Excel, and Outlook) or other relevant software.

MINIMUM QUALIFICATIONS :

High school diploma or equivalent required

At least 2 years of administrative support experience, preferably in a facilities management environment.

Commitment to providing excellent customer service and maintaining positive relationships

Possession of valid driver's license.

PREFERRED QUALIFICATIONS :

Associate degree in Business Administration or a related field preferred.

Familiarity with work order management systems and customer service practices is highly desirable.

WORKING CONDITIONS

This position is typically operating in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

PHYSICIAL REQUIREMENTS

Ability to work in a sitting position for long periods of time. Must have ability to reach, bend, stoop, and occasionally lift to 20 pounds. The noise level in the work environment is usually low to moderate.

USG Core Values Statement

The University System of Georgia is comprised of our 26 institutions of higher education and learning, as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at https : / / www.usg.edu / policymanual / section8 / C224 / #p8.2.18_personnel_conduct

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https : / / www.usg.edu / policymanual / section6 / C2653 .

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