Administrative Services Coordinator III

Socket.dev; Cookeville (TN); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Vacation days

Sick leave

University holidays

Medical and life insurance

Educational benefits

Job summary

Tennessee Tech invites applications for an Administrative Specialist to support the Director, Accountant, Design Manager, CAD Operator, and Project Managers. The role coordinates bids, contracts, insurance reporting, and facility inventory while preparing F&A and THEC submittals.

You will handle general bookkeeping, prepare requisitions, maintain expenditures and records, assist with RFPs, and post opportunities online.

Qualifications

• High School diploma or equivalent.
• Four years of related professional experience or an associate's 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.

Responsibilities

• Provides administrative support to the Director, Accountant, Design Manager(2), CAD Operator, and Project Managers (5).
• Coordinate and manage bids, contracts, insurance reporting, Physical Facility Inventory and Survey.
• Annually audits insurance reports, and submits to TN Risk Management.
• Compiles capital budget data and prepares for THEC and F&A submission.
• Assists with updating processes, procedures, and work flow charts for the department.
• Prepares RFPs for design, construction and leases and posts them on the website.
• Reviews bid documents for compliance and coordinates bid openings.
• Enter award and approval dates into the Project Information Tracking System (PITS).
• Assists faculty, staff, students and general public with department programs and services.
• Explains policies and procedures.

Skills

Effective communication

Relationship building

Office software

Education

High school diploma or equivalent

Associate's degree (60 credit hours) with two years of related experience

Tools

Microsoft Office

Oracle ERP

Job description

Description of Job Duty:

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.

Responsibilities

Essential Functions:

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 RFP’s for design, construction and leases. Posts RFP’s on website, receives RFP’s, 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 bidder’s 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, designer’s 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:

Those typical of an office environment.

Work Hours:

Typical hours are Monday-Friday, 8:00 a.m. - 4:30 p.m.

Salary:

Level S3, Grade 8.

Benefits:

Tennessee Tech offers a competitive benefits package. Benefits include the initial accumulation of one vacation day per month, one sick leave day per month, and thirteen (13) University holidays. Other benefits include medical and life insurance (shared cost with the university), retirement, optional 401k, and educational benefits.

Qualifications

Minimum Qualifications:

High School diploma or equivalent. Four years of related professional experience or an associate's degree (60 credit hours) with two years of related experience. Experience with purchasing, bid logistics management and experience compiling RFP’s. 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.