Position Summary 

Provide professional administrative support to the Vice President of Operations and Operations Departments by completing a variety of complex office tasks in a highly detailed, well-organized, and timely manner.

Key Performance Indicators 

1. Develop and manage the Facility Operations master activities schedule.
2. Develop and maintain the Facility Operations documentation and records management systems.
3. Assist the Vice President of Operations with the preparation of reports, presentations, and meeting agendas, notes, and action items.
4. Assist Vice President of Operations with general correspondence and detailed communication processes with internal departments and external stakeholders.
5. Assist with purchase order, payment request, and budget processes.
6. Assist with the preparation and submittal of regulatory reporting requirements.

Essential Functions

1. Manage incoming and outgoing correspondence as required by the Vice President of Operations.
2. Manage all appointments, meetings and activities scheduling for the Vice President of Operations.
3. Provide reception services for Industry and Technology Center.
4. Member of the campus calendar committee.
5. Assist with liaison functions with all Mineral Area College departments.
6. Assist with liaison functions with external business function and community stakeholders.
7. Assist Vice President of Operations with the budget preparation and reporting processes.
8. Assist with internal and external operational, safety, health, and environmental reporting.
9. Assist with project management documentation and reporting.
10. Assist with the development and periodic updates of the Strategic Facility Operations and Infrastructure Plan.
11. Assist with maintenance management system, including asset management documentation, corrective and preventive maintenance process flows, and maintenance management system reporting.
12. Assist with the development and management of the Vendor and Contractor Management Program.
13. Manage Facility Operations hard copy and electronic documentation and records management system.
14. Maintain and provide stakeholder access to a Critical Facility Operations Contact List; to include Campus Public Safety, Facilities Management, Emergency Operations, and Risk Management.
15. Assist with MAC Public Safety Notification System processes and announcements.
16. Maintain purchasing, receiving, and inventory management records.
17. Assist Vice President of Operations with payroll requests and payroll verification reports.
18. Assist in liaison functions with food service at Mineral Area College.
19. Maintain Facility Operations personnel files, including annual evaluations.
20. As approved by the Vice President of Operations, assist General Services Director, Campus Safety Officer, Auxiliary Services Director, Title IX Coordinator, and Director of Workforce Development with administrative assistant tasks.
21. Assist Range Director with purchasing and inventory. Submit revenue and expenditure budgets monthly to Vice President of Operations.
22. Serve as director/coordinator/support staff member for Mineral Area College and Facility Operations events and functions. This could include preparing event materials and agendas, event spaces, and event amenities.
23. Perform other duties and projects requested or assigned by the Vice President of Operations.

  

Required Behaviors, Competencies, and Skills

Ability to function independently and creatively with minimal supervision.

Ability to handle contacts with the general public graciously.

Ability to handle confidential information with discretion.

Ability to adapt readily to a variety of tasks and situations.

Ability to understand the dynamics of a large organization.

Ability to establish and maintain effective working relationships with all employees.

Interpersonal skills:

Devise or modify methods or processes to solve specific problems.

Ability to communicate effectively with a variety of people, including the general public.

Ability to organize and express instructions in logical sequence to describe how something works or explain how to perform a task.

Technical skills:

Excellent computer skills including proficiency with Microsoft Office and Adobe. Experience with maintenance management systems, AutoCAD, Bluebeam, Microsoft Project or other project management software a plus.

Interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.  

Ability to write business letters, summaries, and reports, using prescribed format and conforming to all rules of punctuation, grammar, diction, and style.

Experience

Education:

Associate’s degree in office skills, office management, or closely related field. 

Work Experience:

At least three years full-time highly skilled directly related work experience in addition to the above criteria.

Industry Knowledge:

Broad background involving experience in an educational, general industry, and/or healthcare institution, and familiarity with the local community.

Proficiency in the use of the office equipment. 

Work Environment and Physical Requirements

Working in a professional office environment this position requires sitting, standing, stooping, kneeling, reaching, walking, pushing, pulling, light lifting, grasping, talking, seeing, hearing and repetitive motion. Responsibilities occasionally require evening, weekend, and/or overtime work.

Mineral Area College is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, gender identity, disability, age, religion, creed, sexual orientation, socioeconomic status, genetic and family medical history as defined by GINA, or marital or parental status, in admission/access to, or treatment/employment in its programs and activities.

Please email your cover letter, resume, and unofficial college transcripts to [email protected].