"Custodian Administrative Coordinator (On-site)"

About the Job

Under the supervision of the Assistant Director of Staffing, Training, and Development and in collaboration with the Executive Director of Administration and Organizational Development of AFI, the Custodial Admin will oversee administrative processes in support of Auxiliary Custodial departmental leadership and in coordination with AFI Administration. This position serves as the primary administrative contact for the department and liaison with campus entities as it relates to administrative functions. As needed, the Custodial Admin will support AFI Administrative special projects. Auxiliary Custodial operations are 24/7 spanning early morning to graveyard shifts. In support of fast-paced and expansive operations, the Custodial Admin will be key in identifying administrative efficiencies and processes in support of departmental Staff, Leadership and clientele.

KEY RESPONSIBILITIES

Schedule and Coverage Support:

• In collaboration with departmental leadership, implement administrative processes to support employee absences and ensure effective communication regarding operational coverage.
• Oversee the administrative tasks related to annual shift bidding and shift assignments within the department.
• Lead and document progressive discussions regarding the annual and ad-hoc shift bidding processes for the department.
• Serve as a liaison with AFI Administration concerning position requests, recruitment, and other HR functions.
• Coordinate with campus partners and other units to ensure smooth operations.
• Engage in ongoing conversations focused on process improvement in this area.
• Maintain comprehensive staff rosters for the auxiliary custodial team.
• In partnership with Human Resources, regularly update and maintain staff seniority lists by classification.

Process Administration:

• Develop and document standard operating procedures for administrative tasks and business processes within the department. Coordinate these processes with departmental leadership to ensure effective oversight.
• Streamline and make administrative processes accessible to support departmental operations and client services.
• Regularly engage in discussions about process improvement to assess the department's needs and implement changes promptly with a proactive planning approach.
• Ensure compliance with campus and audit processes in alignment with business operations including personnel documentation and product inventory and ordering, in collaboration with departmental leadership.

Training Tracking and Coordination:

• Oversee and create a training and project schedule in collaboration with departmental leadership.
• As training processes evolve, actively engage in planning and communicating the training schedule, and suggest improvements as needed.
• Ensure proper documentation of training materials and compliance documentation, responding to needs as they arise.
• Facilitate ongoing discussions with individuals regarding training planning, including communication with equipment vendors and campus health and safety staff.

Administrative Support:

• In collaboration with AFI Administration and under the direction of department leadership, procure the supplies and equipment necessary for departmental productivity.
• Support the contract routing processes for the department.
• Act as the primary point of contact for the Housing Custodial team within AFI Administration, addressing inquiries and facilitating communication among campus units.
• Develop, maintain, and implement standard operating procedures and guidelines.
• Assist with the daily administrative needs of the department.

Project Coordination:

• Plan, monitor, and evaluate the progress of multiple complex projects simultaneously as prioritized by departmental leadership.
• Collaborate with both internal and external stakeholders to ensure the smooth execution of administrative tasks.
• Maintain accurate records and provide reports on project outcomes.
• Monitor and assess the progress and outcomes of various projects to ensure alignment with departmental goals.
• Maintain active involvement in departmental conversations as it relates to administrative support needs and participate in solutions

Communication and Customer Service:

• Create a customer-focused environment by promptly addressing inquiries and providing professional solutions.
• Build and foster positive working relationships with colleagues, students, staff, and faculty.
• Work in coordination with various campus units to ensure smooth operations and services.
• Collaborate with both internal and external stakeholders to ensure the effective execution of tasks.

Qualifications

EDUCATION and REQUIREMENTS

• High school diploma and/or equivalent certification/experience/training. High School Diploma, General Equivalency Degree (GED), or High School Equivalency Diploma (HSED) or equivalent.
• Three (3) years administrative/clerical work experience, which have led to the development of the skills, knowledge, and abilities essential to the successful performance of the duties assigned to the position is required OR;
• Associates degree and one year of administrative/clerical work experience, which have led to the development of the skills, knowledge, and abilities essential to the successful performance of the duties assigned to the position is required. OR;
• Bachelor's degree and administrative/clerical work experience, which have led to the development of the skills, knowledge, and abilities essential to the successful performance of the duties assigned to the position is required.

CRITICAL KNOWLEDGE AND SKILLS

• Foster a customer-focused environment by addressing inquiries professionally.
• Demonstrated experience in administrative operations, preferably in higher education or public sector.
• Ability to establish and maintain collaborative relationships with campus departments; ability to work with diverse stakeholders.
• Excellent organizational skills with attention to detail and accuracy.
• Ability to manage multiple projects in a fast-paced environment.
• Experience with facilities teams in an administrative capacity.
• Familiarity with relevant policies and procedures. (Preferred)
• Thorough knowledge in administrative procedures and processes including word processing, spreadsheet and database applications.
• Requires good verbal and written communication skills, active listening, critical thinking, multi-task and time management skills.
• Ability to manage sensitive information with discretion and maintain confidentiality.

Hiring Range

The full hourly range for this position is $27.17/hr - $38.61/hr. The hourly rate the University reasonably expects to pay for this position is Step 1. $27.17/hr.

This union position is represented by the bargaining unit Clerical & Allied Services - CX Teamsters Local 2010.

Remote/Hybrid eligibility: This position is fully on-site.