Clerical/Space Management Specialist

Position Clerical/Space Management Specialist Full Time/Part Time Full Time Job Type Regular Position Summary

This position is responsible for providing intermediate, clerical office support at Facilities Services.

In Addition, this position oversees the daily operations of the Wilson Complex and work assignments of student employees. Responsible for coordinating all maintenance and events held in the Wilson Complex to include scheduling of academic, Athletic, and special groups using the complex.

Duties and Responsibilities

• Inputs and verifies with clients/customers that work orders have been satisfactorily completed before closing work orders in the TMA System.

• Performs a variety of typing assignments and enters data as necessary;

• Prints letters, labels and reports; picks up and distributes mail.

• Establishes, maintains, processes and/or updates files, records and/or other documents for the motor pool;

• Solves Problems for all issues that arise through the front desk;

• Responds to problems that arise through the front desk and assigns work orders to the various trades;

• Accepts, creates, closes and assigns work orders;

• Schedules appointments, meetings and/or conferences;

• Prepares, receives, sorts and distributes documents.

• Posts important notices in the clock room;

• Keeps a file of all fuel card receipts and verifies contents on the receipts;

• Runs weekly TMA reports for supervisors and assists in the development and implementation of the work flow process;

• Manages the front desk; trains and assists student employees as needed;

• Records and maintains log of staff going off campus on University business who use the fleet;

• Answers telephone calls;

• Directs requests and concerns to appropriate staff;

• Assist the Office Coordinator when needed;

• Serves as receptionist for the front office and customer service;

• Contacts vendors as required;

• Researches purchases and makes purchases for the dept.;

• Delivers paperwork throughout campus;

• Attends training sessions as required;

• Scheduling and coordination of fleet management; prepares schedules for bus drivers; maintains driver logs and prepares timesheets;

• Trains campus community on fleet procedures.

• Processes payroll time sheets as well as sick and annual leave documentation;

• Participates in operational planning, scheduling, and routing of University cars, vans and buses, to include securing a CDL driver for necessary trips, coordinating, planning, and obtaining itineraries for trips;

• Triage for a multitude of campus wide issues and problems that arise daily and require immediate resolution;

• Participates in the planning and billing process for special events requiring bus and van services;

• Participates in planning and coordinating regular defensive driving courses for faculty and staff, to include obtaining payment methods and ensuring all documentation needed is received prior to class;

• Maintains regular attendance;

• Performs other related duties as required.

DUTIES AND RESPONSIBILITIES FOR WILSON COMPLEX

• Performs all communications for the maintenance and use of the building;

• Schedule all meetings, rooms and solve-scheduling problems for all programs at the Wilson Complex;

• Works with the appropriate personnel to identify possible safety hazards throughout the entire Wilson Complex;

• Schedules maintenance projects within the physical plant for Wilson Complex;

• Orders academic sport and audio/visual equipment for the Exercise and Sport Sciences Department once a quote is provided by the department;

• Oversees and supervises student employees for Wilson Complex and all required paperwork;

Minimum Job Requirements

EDUCATION: Degree in any field is preferred but not required.

EXPERIENCE: Four (4) years' experience directly related to office duties.

Preferred Qualifications Special Conditions for Eligibility

• Must possess and maintain a valid New Mexico Driver's License.

• Must be willing to work in excess of (40) hours to include evenings and weekends.

Knowledge, Skills, and Abilities

• Skill in the use of Microsoft Office Products;

• Excellent problem solving skills;

• Excellent customer service skills;

• Excellent listening and communication skills;

• Able to work through and solve multiple problems that arise simultaneously;

• Able to maintain a calm demeanor under routine pressure;

• Ability to function as a team player, have a service oriented and pleasant demeanor and be able and willing to work with a diverse group and diverse public;

• Ability to be flexible and able to handle an ever changing environment and multiple tasks with accuracy, professionalism, and courtesy;

• Skill in telephone protocol;

• Ability to take and relay messages;

• Ability to type, file and proof read;

• Ability to follow written and verbal instructions;

• Ability to maintain confidentiality;

• Ability to work independently;

• Ability to work well with others;

• Ability to communicate effectively both verbally and in writing;

• Knowledge of basic office protocol;

• Knowledge of planning and scheduling techniques;

• Ability to develop and maintain record keeping systems and procedures;

• Ability to gather data, compile information and prepare reports;

• Knowledge of federal and state driving regulations;

Physical Demands

• Repetitive had motions and prolonged use of computer………Frequently

• Lifting 0 to 25 pounds…………………………………………………………..Frequently

• Lifting 26 to 50 pounds……………………………………………………….Occasionally

• Lifting greater than fifty (50) pounds …………………………………………Seldom

• Sitting for extended periods of time…………………………………….Frequently

• Standing………………………………………………………………………………Frequently

• Sitting………………………………………………………………………………….Frequently

• Walking……………………………………………………………………………….Frequently

• Bending……………………………………………………………………………….Frequently

• Squatting…………………………………………………………………………..Occasionally

Working Environment

• Work is normally performed in an office setting;

• Work may involve moderate exposure to unusual elements, such as dirt, dust, and unpleasant odors, and/or noises;

• Work with frequent interruptions;

• Work with students, staff, and faculty during regular work hours.

Pay Rate $18.76 Hr. Work Location/Campus Center Las Vegas, NM Campus EEO Statement

New Mexico Highlands University is an affirmative action, equal opportunity employer, making decisions without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, veteran status, disability, or any other protected class. We are committed to the University values of diversity, accessibility, excellence, and responsiveness.

For disabled access or services call 505-454-3242 or email hr@nmhu.edu

Visit the link below for more information regarding affirmative action and equal opportunity:

Equal Employment Opportunity is THE LAW

Posting Detail Information

Posting Number AS844P Open Date 03/20/2023 Close Date Open Until Filled Yes Special Instructions to Applicant

A complete online application must include: 1) Letter of interest/cover letter; 2) Resume; 3) Names, telephone numbers and email address of three (3) professional references in online application, and; 4) Unofficial copies of transcripts. Candidates who are invited for on-campus interviews will be required to submit official transcripts. References will be contacted in conjunction with phone or on-campus interview. Upload required materials with online application. For disabled access or services, call (505) 454-3242 or contact Human Resources at hr@nmhu.edu NMHU IS AN EQUAL OPPORTUNITY EMPLOYER

Quick Link https://nmhu.peopleadmin.com/postings/8981