Administrative Services Coordinator III

Provide administrative support to the Director Accountant Design Manager(2) CAD Operator and Project Managers (5). Coordinate/manage bids contracts insurance reporting Physical Facility Inventory and Survey F&A Capital Budget submittals State Architect and State Building Commission submittals.

Tennessee Tech is an Equal Opportunity/Affirmative Action employer.

Performs general bookkeeping functions including preparation of departmental requisitions for payment and budget revisions. Maintain records of expenditures account balance billing and payable files and records. Responsible for coordinating lease and land transaction requests submittals and reports. Annually audits insurance reports revises as needed and submits to TN Risk Management. Compiles capital budget data and prepares for submission to THEC and F&A. Compiles data and completes reports and submits to THEC F&A and other federal state and local government regulatory agencies. Provides administrative support for the Director Design Manager and CAD Operator. Composes routine correspondence proofs edits and revises materials for general distribution. Types various reports memos letters etc. Routinely handles confidential information. Coordinates the RFP process. Provides clerical support for the RFP process. Prepares RFPs for design construction and leases. Posts RFPs on website receives RFPs reviews for compliance and distributes to evaluation team. Responsible for coordinating bid openings. Receives bid documents reviews bids for standard compliance assigns bid dates and enters information into the Project Information Tracking System (PITS). Verifies bidders contractor license for award. Provides support for contract submittals to OSA for approval. Enters award approval dates and other project information into PITS. Send notices of pre-construction conferences. Receives Insurance Certificates from contractors verifies insurance coverage amounts and enters into PITS. Maintains department website in compliance with SBC OSA and THEC requirements. Assists with updating processes procedures designers manual and work process flow charts for the department. Supervises student worker reviews time sheets and prepares student payroll. Assists faculty staff students and general public with program and services offered through the department. Explains policies and procedures.

Physical Demands:

Work Hours:

Special Instructions:

Minimum Qualifications:

High School diploma or equivalent. Four years of related professional experience or an associates degree (60 credit hours) with two years of related experience. Experience with purchasing bid logistics management and experience compiling RFPs. Computer literacy in software such as Microsoft Office Suite; database and spreadsheet applications. Ability to communicate effectively. Ability to maintain professional working relationships with administration faculty students designers and contractors.

Preferred Qualifications:

Three to five years of relevant office experience. Experience with software such as Oracle or other higher education enterprise system. Experience in a higher education setting.