Work Control- Seasonal Intern

Title:Work Control- Seasonal Intern

Position Purpose:

Provides administrative support and front office coverage for all functions required of Facility Services. Interacts and coordinates with students staff and faculty. Works as an integral team member with other office personnel and is cross-trained in their duties.

Job Duties:

• Provides a superior customer service experience to all points of contact. Customers include faculty staff students and administrators both external and internal to Facility Services. Will require building strong and effective working relationships with campus contacts and a willingness to facilitate the work management processes as designed while making recommendations for process improvements.
• Support all accounts payable functions including data entry and review processes. Become knowledgable in College wide accounts payable processes and policies.
• Provides clerical support to all Facility Services Staff including: calendaring filing (departmental records O&M manuals SOPs capital projects hazardous materials including asbestos and lead paint) meeting coordination and scheduling incident report processing coordination with Occupational Health providers employee travel and reimbursement office supply purchasing and inventory maintaining contact lists etc.
• Provide front office coverage including: interacting with walk in customers and venders answering non-maintenance related calls and emails issuing vendor keys and maintaining logs conference room scheduling dispatching maintenance calls etc.
• Draft obtain input edit and finalize all manner of correspondence including letters memos minutes of meetings etc. as requested to support the Department and staff.
• Disseminate key Facility Services messages campus wide. Subjects may include: holiday heating setbacks planned and unplanned maintenance events demand response curtailment outages office closures etc.
• Organize all preparation for department events including booking space catering sign-in sheets when required preparation and distribution of meeting minutes.
• Provide and coordinate minor technical support for printers computers and office applications (Google Suite MS Office etc.) to all department staff. Escalate situations that cannot be resolved to supervisor or to the Help Desk.
• Have a working knowledge of peer employees unique job tasks to provide support during breaks absences vacations etc. including Computerized Maintenance Management (CMMS) system and accounts payable systems.

Minimum Qualifications:

Education

• High school diploma or GED.
• Bachelors preferred.
• The equivalent combination of education and experience considered.

Experience

• Some administrative or office experience preferably in a facilities services academic and/or non-profit setting.

Skills and Knowledge

• Strong interpersonal skills with ability to develop and maintain collegial relationships with clientele such as students staff faculty and co-workers.
• Ability to work in a cross-functional team environment where peers share common responsibilities have unique specialized skills can support each other and collaborate together on all tasks.
• Excellent communication (written verbal & telephone) skills.
• Ability to use tact and diplomacy to effectively handle a broad range of interpersonal situations and to respond appropriately to conflicts and problems.
• Ability to meet deadline with minimal supervision and with a high degree of accuracy in a high tempo environment. Self-motivated with a high level of initiative and follow-through.
• Ability to maintain high degree of confidentiality and sensitivity to privacy.
• Proficiency in basic data management systems and basic computer software (e.g. Microsoft Word and Excel Power Point WordPress website Google docs email and calendaring.)
• Willingness and ability to learn additional software as needed.
• Personal commitment to excellence and the mission of a top-tier small liberal arts college.
• Demonstrated commitment to diversity and inclusivity and to serving the needs of a culturally and educationally diverse and inclusive community with diplomacy and tact.

Desired:

• General knowledge of building systems and maintenance practices employed in higher education facilities management.

Benefits:

Bates College offers competitive salaries access to the library and athletic facilities and a supportive collegial environment in a drug- and smoke-free workplace. This position may accrue leave in accordance with the Maine Earned Paid Leave law.

Equal Employment Opportunity Statement:

Bates College is committed to the principle of equal opportunity and providing an educational and work environment free from discrimination. The college prohibits discrimination on the basis of race color national or ethnic origin religion sex sexual orientation gender identity or gender expression age disability genetic information or veteran status and other legally protected statuses in the recruitment and admission of its students in the administration of its education policies and programs or in the recruitment of its faculty and staff. Bates College adheres to all applicable state and federal equal opportunity laws and regulations. All college faculty staff students contractors visitors and volunteers are responsible for understanding and complying with the Non-Discrimination Policy.

Inquiries concerning the colleges policies compliance with applicable laws statutes and regulations (such as Title VII Title IX and ADA/Section 504) and complaints may be directed to Gwen Lexow Title IX Officer or via email at .

About Bates:

Bates is internationally recognized as a leading liberal arts college attracting 2000 students from across the U.S. and around the world.

Since 1855 Bates has been dedicated to educating the whole person through creative and rigorous scholarship in a collaborative residential community. Committed to opportunity and excellence Bates has always admitted students without regard to gender race religion or national origin.

Cultivating intellectual discovery and informed civic action Bates prepares leaders sustained by a love of learning and zeal for responsible stewardship of the wider world. Bates engages the forces intellectual trends demographic changes and technology that are transforming higher education and the world into which our students graduate.

Bates has highly competitive admissions graduates over 90 percent of its entering students and more than half of its alumni earn graduate degrees. Bates employs 200 faculty members and 550 staff.

The college is proud of deep roots in the Lewiston/Auburn community Maines second-largest urban area with a population of approximately 65000. Bates is located on a beautiful 133-acre traditional New England campus in Lewiston an emerging city with an entrepreneurial climate a lively arts scene and a dynamic business community. Bates is 35 miles north of Portland 140 miles north of Boston and 350 miles north of New York City.