Departmental Assistant III

Oberlin College Development; Oberlin (OH); On-site; USD 71,635,000 - 73,013,000; Full time

Job summary

Oberlin College Development is seeking a Departmental Assistant III to provide clerical support and customer service within the Facilities Operations Office. The role includes managing the CMMS, processing service requests, maintaining key and vehicle records, and assisting with purchasing and reporting tasks.

Responsibilities extend to coordinating with multiple offices, producing daily reports, and supporting regulatory compliance.

Qualifications

• High school diploma with 3–5 years office experience.
• Typing speed 40 wpm with accuracy and good organizational skills.
• Ability to work independently in a fast-paced environment while supporting a team.
• Proficiency in word processing, spreadsheets, and web page maintenance; relational databases and report generation.

Responsibilities

• Provide clerical support and customer service for Facilities Operations and related offices.
• Manage CMMS data, service requests, and generate reports.
• Create work requests and dispatch information to staff; obtain missing information from requestors.
• Charge key deposits, maintain key databases, and generate weekly fee reports.
• Operate vehicle rental programs and coordinate arrangements with providers.
• Maintain Facilities Operations website files and department calendars.
• Prepare invoices and purchase orders; reconcile purchasing card transactions.
• Maintain safety certifications, vehicle licensing, and inspections scheduling.
• Organize training and maintain regulatory PPE inventory.

Skills

Customer service

Organization

Telephone skills

Word processing

Spreadsheets

Web page maintenance

Relational databases

Report generation

Verbal and written communication

Education

High school diploma

Tools

CMMS (Computerized Maintenance Management System)

e-procurement system

Job description

Announcement Information

Job Summary

The Facilities Operations Office invites applications for the position of Departmental Assistant III . This is a full-time, 12-month Administrative Assistant position reporting to the Senior Director, Facilities Operations.

Responsibilities

The incumbent provides clerical and secretarial support and customer service response for the Facilities Operations Office, Environmental Health and Safety Office, and the Construction Office.

This position is open for current OCOPE membership and external applicants, with OCOPE members receiving preference for the first 10 days, expiring 10/22/2026.

Essential Job Functions

• Provide courteous customer service; answer telephone calls, take messages and retrieve voicemail; provide information as directed.
• Assist in the management of the College’s Computerized Maintenance Management System, including receiving, compiling, and inputting data for service requests; maintain distribution of work orders; assist with tracking service contract work; and generate reports.
• Create work requests and dispatch information to appropriate Facilities Operations staff and trades; contact service requestors to obtain missing or incomplete service request information.
• Charge key deposits and fees for lost or stolen keys using the College’s electronic system; generate weekly reports for submission to other College offices to ensure timely and accurate fee accounting and distribution; maintain distribution, receipt, and filing of lock/key requests and inventory; and manage the College’s electronic key database with minimal supervision.
• Operate the College’s bus and vehicle rental programs for students, staff, club sports, and other associated groups and faculty members. This includes accepting rental applications, arranging vehicles with the commercial provider, coordinating vehicle check-in, and finalizing arrangements to place the vehicle.
• Manage, develop, and collaborate with Campus Communications in support of the Facilities Operations website, including maintaining associated files.
• Produce daily acquisition reports for the stockroom to reconcile items received against purchase orders issued.
• Assist with reconciling purchasing card transactions.
• Maintain current certification and license status with the State of Ohio, Division of Commerce, for continued operation of site boilers and elevators, including processing recurring fees.
• Oversee vehicle licensing for all College-owned vehicles; schedule annual bus inspections with the Ohio Highway Patrol.
• Maintain distribution, receipt, and filing of vehicle keys, including any automated key maintenance tools.
• Maintain a database of contact information for contractors and vendors.
• Administer out-of-state student testing for the Ohio Department of Motor Vehicles; process and file motor vehicle registrations in support of the Risk Manager’s Office and the vehicle rental program.
• Organize annual regulatory training and CPR /First Aid classes; maintain inventory of safety and regulatory PPE for Facilities.
• Schedule and notify departments of all campus inspections; compile data and information for noncompliant buildings and departments.
• Assist managers with administrative duties; provide support regarding compliance and regulatory issues; and help maintain Facilities Operations’ policies and procedures manuals.
• Maintain electronic calendars for the facilities management team; arrange appointments, meeting spaces, and meetings; and maintain project, individual, and general office filing systems.
• Prepare invoices, bills, and statements; complete purchase order requests using the College’s e-procurement application.
• Maintain inventory of office supplies.
• Maintain the College’s written narratives relating to rental agreements, leases, and letters.

Marginal Job Functions

• Record and distribute minutes at meetings as necessary.
• Sort and distribute U.S. and campus mail.
• Provide back-up support for other Administrative Assistants in the office.
• Other related duties, as assigned.

Required Qualifications

High school diploma with 3-5 years of experience working in an office setting; keyboarding speed of 40 wpm, with emphasis on accuracy (keyboarding test at time and place of application); demonstrated organizational skills; the ability to work independently in a fast-paced, noisy environment while supporting a team approach to departmental tasks; excellent telephone skills; the ability to apply judgment, discretion, confidentiality, and initiative while working on a variety of projects; demonstrated proficiency in word processing, spreadsheet software, and web page maintenance; experience with relational databases and report generation; excellent verbal and written communication skills (cover letter required); and favorable employment references, including a good attendance record.

Desired Qualifications

Previous customer service experience in facility maintenance; familiarity with construction and facility maintenance principles; experience working within a diverse, multicultural campus community.

This Pay Group 5 position will be filled at an hourly rate of $25.41 (annual $49,557.) or the appropriate transfer or contractual rate and includes an excellent benefits package.

Documents Needed to Apply

Required Documents

• Cover Letter
• Resume
• List of References

Optional Documents

Supplemental Questions

Required fields are indicated with an asterisk (*).

Office of Human Resources
Oberlin College
173 West Lorain Street
Oberlin OH 44074
http://new.oberlin.edu/office/human-resources/

Phone: [phone]
Fax: [phone]
Hours: M-F 8:00 a.m. - 5:00 p.m.
[e-mail]