Administrative Assistant Custodial Operations
The University of Southern Mississippi is currently accepting applications for the position of Administrative Assistant Custodial Operations.
Position Details
Location Hattiesburg
118 College Drive
Hattiesburg, Mississippi, 39406-0001
United States
Division Administration Physical Plant
Position Type Staff
Employment Status Full Time
Grant Funded No
Salary Range 13.50 - 13.50
Pay Grade
N04
Posting Close Date Five Days After Posted
Job Summary
This full-time position serves as the administrative assistant for Custodial Operations at Physical Plant and ensures that day-to-day operations of the custodial department and office run smoothly. Supports and assists the custodial staff, the custodial leadership team, physical plant staff, and campus customers, clients and visitors with daily needs, including special event needs and/or work requests. Effectively communicates and coordinates needs for services with appropriate parties and dispatches urgent or emergency custodial needs over the radio or phone. This position has an on-call requirement and is considered essential personnel and requires storm duty and emergency response.
Primary Duties and Responsibilities
Answers multi-line telephone and takes work order requests and messages from campus customers; acts as the department's front-line contact by fielding calls, dispatching custodial staff, greeting and directing contractors and vendors, and managing mail and deliveries. Manages department office supply needs, and able to run errands and pick up supplies as needed.
Processes custodial timesheets for payroll, tracks daily call-outs, and maintains related payroll records. Assists with uniform ordering, distribution, and new hire coordination.
Inputs and reviews work requests for custodial unit in TMA work order system. Schedules work and prepares supply needs for work orders/events. Tracks labor and material charges via reports, maintains a filing system, enters and closes work orders in the TMA computerized maintenance management system (CMMS). Tracks labor and supplies associated with Athletic department, auxiliaries, university and community events and inputs in the spreadsheet for submission to Physical Plant Business Operations division.
Maintains an event needs board for scheduling of event services so supervisors can coordinate pre-cleaning, clean-up and stand-by services for events. Helps prepare and distribute work schedules for events. Coordinates staff meetings and assists with trainings and orientation of new employees. Responsible for inventory control, key control, and distribution control of PPE, chemicals and supplies at the custodial storage areas.
Tracks and records the use of department equipment (fans, vacuums, vehicles, etc.), maintains inventory documentation, and submits monthly vehicle mileage reports. Ensure timely washing and drying of department laundry, including but not limited to towels, rags and mops.
Occasionally helps with emergency needs during work hours such as cleaning up a spill or stocking paper products or hand soap in a bathroom on campus. May be contacted to assist with after-hour emergences for storm clean-up or water remediation.
Performs other duties as assigned.
Minimum Qualifications
High school diploma or equivalent and two years of related experience and/or training in office management, clerical duties or college campus supports; or equivalent combination of education and experience. A valid Mississippi State Driver's License is required of this position.
Knowledge, Skills & Abilities
Proficient in Microsoft Office Suite (Outlook, email, calendar scheduling, word processing, spreadsheets, databases).
Skilled in operating standard office equipment (multi-line phone, printer/copier/scanner/fax, etc.).
Experience with data entry and/or work order systems (e.g., TMA).
Knowledge of cleaning techniques, procedures, materials, and equipment.
Skill in material resource management.
Ability to establish and maintain a rapport with all groups (faculty, staff, students, public).
Skill in managing personal and team time, and performance monitoring.
Ability to work independently and as part of a team.
Ability to handle stressful situations with composure and respond calmly to emergencies.
Ability to handle confidential information with discretion.
Ability to work flexible hours (evenings, nights, weekends).
Preferred Qualifications
Associates degree
About The University of Southern Mississippi
Since our founding in 1910, The University of Southern Mississippi has remained dedicated to preparing students for success. We deliver programs to more than 13,000 students in Hattiesburg and Long Beach, at teaching and research sites across the Mississippi Gulf Coast, as well as online. We are a community-engaged Carnegie R1 university, earning distinction as one of the nation's leading research institutions.
Southern Miss is known for pioneering work in polymer science, ocean science, spectator sports safety and security, and bringing language to children with communication disorders. We are also a national leader in a broad range of disciplines, including cybersecurity, hydrography, nutrition, aquaculture, kinesiology, and economic development, among others.
We produce graduates ready to enter fields that are leading the way in emerging technologies through programs such as computer engineering, information technology, and ocean engineering. We're developing the next generation of business leaders, while also responding to critical workforce shortages by producing skilled professionals in education and nursing. With a tradition of excellence in the arts, we are one of only 36 public institutions in the nation accredited in four major areas of the arts. Home to the Golden Eagles, our student-athletes compete in 17 NCAA Division I sports. With a culture marked by passion and persistence, Southern Miss is delivering graduates who are ready for life. For more information, visit www.usm.edu.
As an Affirmative Action/Equal Employment Opportunity employer/Americans with Disabilities Act institution, The University of Southern Mississippi encourages minorities, women, veterans and persons with disabilities to apply.
