Facilities Administrative Specialist
Indiana Tech

Job Details

Job Location: Fort Wayne Campus - Fort Wayne, IN

Position Type: Full Time

Education Level: Associate's Degree Preferred

Job Category: Admin - Clerical

Indiana Tech is a thriving, independent, teaching-oriented university that delivers career-oriented programming in a wide variety of disciplines that includes business, engineering, computer sciences, criminal justice, cybersecurity, marketing, health sciences, communication and helping professions. Indiana Tech enrolls nearly 1,500 students in its traditional undergraduate programs on its picturesque main campus, and nearly 5,000 students in its adult and online program. We offer degrees at the associate, bachelor's, master's, and doctoral levels and undergraduate and graduate certificates.

Over 41% of our students are either globally or domestically diverse; this contributes to our unique vibrant and inclusive campus community. All academic programs are designed to provide students with relevant and practical experiences, including an emphasis on internships. The university is accredited by the Higher Learning Commission.

Indiana Institute of Technology embraces diversity and equal opportunity intentionally. We are committed to building a team that represents a variety of backgrounds, perspectives, and skills. We believe that diversity and inclusion among our employees is critical to our success with respect to educating our students to become global citizens. Indiana Tech is an Equal Opportunity Employer.

Indiana Tech has big plans for its future. Learn more at Indiana Tech Strategic Plan.

The Facilities Administrative Specialist will play a key role in implementing efficient departmental processes to ensure the effective day-to-day operations of the Buildings and Grounds department. With a focus on customer satisfaction, this position will interface with all departments on campus and serve as a liaison to contractors who serve the campus. This role is an excellent opportunity for those with strong computer and organizational skills to make a positive impact on the entire Indiana Tech community.

Essential Duties & Responsibilities

• Welcome visitors to the B&G Office, determine the nature of business, provide direction, and notify appropriate personnel.
• Support the refinement of departmental systems to ensure the necessary information, tools, and repair parts, are available to maintain all campus buildings and equipment.
• Support the development of a spare parts storeroom utilizing the maintenance management software program.
• Support efforts to inventory, label, and enter spare part information into the maintenance management computer software program, including min and max inventory levels.
• Organize and maintain campus inspection records performed by outside contractors, governmental entities, and Indiana Tech employees for fire suppression systems, elevators, kitchen hoods, backflow preventers, and other devices/systems on campus.
• Help create and enter campus preventive maintenance procedures into the database.
• Organize and maintain electronic documents related to campus buildings, grounds, and equipment such as owner's manuals and construction drawings.
• Develop and generate monthly reports from the maintenance management software program to help track repair costs and operating expenses.
• Participate in monthly department meetings to discuss upcoming events and opportunities for improvement in the B&G department.
• Prepare purchase requisitions to order and replenish parts, supplies, and materials.
• Maintain the request system for campus keys and fleet vehicles.
• Reconcile credit card statements for the B&G department purchase card.
• Complete additional tasks as needed.

Qualifications

• Associate's degree or 3-5 years experience in office systems preferred
• Always maintain a professional demeanor and appearance.
• Promote and maintain a positive office environment
• Able to prioritize and manage multiple projects simultaneously
• Able to work independently with little or no supervision
• Excellent computer aptitude and skills
• Good organization and time management skills

Experience

• Minimum three years experience in office administrative systems.
• Experience working with maintenance management software programs (CMMS) preferred.
• Proficient in MS Word, Excel, Outlook, PowerPoint.

Working Conditions

Work is normally performed in a typical interior/office work environment. Occasional lifting of parts and supplies. Must be able and willing to move around campus as needed.

Application materials must include a cover letter and resume. Applications must be completed in Paycom to be considered for the position. The position remains open until filled; candidates will be reviewed as application materials are received.