Administrative Services Supervisor

Position Summary

The Administrative Services Supervisor coordinates the activities of the Administrative Services (mail, transportation, office supply, store, printing, office equipment) and Public Safety staff.

The incumbent is responsible for managing the IAS fleet, electronic key box, scheduling trips passengers, monitoring all mail and shipping activity, scheduling and training Public Safety staff, performing emergency drills and campus wide presentations, manage the office supply inventory and special orders, overseeing store activity, and managing service calls for MFPs on campus. Administer the door access system on campus including ID card production and programming. All other duties as assigned by the Chief Facilities Officer.

Essential Job Duties

Manage office supply, MFPs, and door access system (20%)

• Fill supply requests, maintain inventory, and place office supplies orders for the schools and other departments as well as replenishing on-hand inventory. Assist in performing inventory of the office supply warehouse annually.

• Perform the liaison function for the servicing of MFPs on campus.

• Manage door access system and ID card production

Manage vehicle fleet and all transportation related needs (25%)

• Schedule trips with transportation vendors and IAS vehicles and drivers to ensure that all faculty and visitors are served. Coding billing to proper departments after trips are completed.

• Coordinate transportation for all meetings and conferences to local hotels and meeting sites as directed. Occasionally drive to outside vendors for services and supplies.

• Maintain Car Care program on all IAS vehicles for maintenance and credential renewal.

• Managing the shuttle program.

• Renewing vehicle registrations and insurance for our fleet.

• Managing the driver safety program.

• Manage service and repair of vehicle fleet

General mail and office responsibilities (20%)

• Oversee all incoming and outgoing mail and shipping to insure proper delivery, and maintain balance of postage machine.

• Provide necessary reporting to business office.

• When other members of Administrative Services department are not available or when important projects arise, perform printing and supply requests.

• Program and monitor the electronic key box program to confirm entry & return of all keys and credit cards by staff members.

Manage safety and security on campus (25%)

• Assign daytime security presence/response on IAS campus.

• Assign on-location security at IAS events.

• Help with critical incident management on the IAS campus.

• In conjunction with the Chief Facilities Officer, monitors investigation related to safety and security items.

• Conduct on-going evaluations of existing IAS emergency plans and procedures, along with a continuing assessment of security related risks at all IAS facilities.

• Provide safety and security education to the entire IAS community. Give presentations to groups as requested.

• Participate in the annual IAS campus wide emergency plan review and recertification.

• Plan, design, implement and evaluate emergency drills of IAS emergency plans and procedures.

• Establish and maintain relationships with local and county law enforcement, Emergency Management officials, and Princeton Emergency Response organizations by serving as an IAS liaison to these communities.

• Prepare scheduling for Public Safety staff and work evening shifts if necessary.

All other duties as assigned by the Chief Facilities Officer (10%)

Minimum Qualifications

• Excellent organization and communications skills

• Ability to follow written and verbal directions and to work independently

• Ability to prioritize and multi-task.

• Discretion in handling confidential documents

• Strong attention to detail

• Proficiency in Word and Excel and general computer skills

• Strong public speaking and presentation abilities

• High School Diploma

• Valid driver's license

Preferred Qualifications

• Bachelor's degree

• Emergency response, emergency planning, emergency drill and emergency management experience strongly preferred

Supervisory Responsibilities

Total of 11 staff. (2) FT Administrative Services Assistant, (1) PT Administrative Services Assistant, (2) FT Public Safety Officers, (6) PT Public Safety Officers.

Working Conditions

• Ability to lift and carry 50 pounds

• Occasional need to work evening, weekend, or holiday hours

The Institute for Advanced Study retains the right to change or assign other duties to this position at any time.

To perform this role successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

We offer a competitive salary and benefits package. For consideration please apply with a cover letter and resume using this link:

https://recruiting.paylocity.com/recruiting/jobs/Details/2514222/Institute-for-Advanced-Study/Administrative-Services-Supervisor

At the Institute for Advanced Study's creation in 1930, the founders wrote: "fundamental in our purpose, and our express desire, [is] that in the appointments to the Staff and Faculty as well as in the admission of workers and students, no account shall be taken, directly or indirectly, of race, religion, or sex." We recognize these ideals require continual examination of our culture. Today, we strive to create a community in which all people feel welcomed, respected, and valued. We seek to address the harmful effects of inequity and discrimination on individual Scholars, Faculty, Staff, and scholarship as a whole. We affirm equality and embrace our differences as we work to transform principles into action and grow new forms of scholarly community.