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Facilities Operations Specialist

Montclair, NJ

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Job Description Reporting to the Vice President for University Facilities, the Facilities Operations Specialist enhances the Divisionu2019s professional presence and ensures the continuity of internal operations in the fast-paced and diverse team environment within the Office of the Vice President for University Facilities (VPUF) and throughout the Division. The Facilities Operations Specialist supports all initiatives and activities, including those initiated by the Vice President and designated personnel within the Division of University Facilities, by providing professional assistance and customer service to internal and external constituents using clear, courteous, and effective communication.u00a0 PRINCIPAL DUTIES AND RESPONSIBILITIES: Drafts informational materials for electronic and printed publications and assists with document creation and proofreading, including conducting research, writing pieces of content, editing that content and submitting it for approval for release. Assists in ensuring that the Division is active and well-received online, by creating, uploading, and coordinating content for various platforms such as the Facilities website, Twitter, Facebook, and Instagram. Creates presentations, reports, and other documentation from drafts using the latest versions of the Microsoft Office suite, including but not limited to Word, Excel, PowerPoint, Publisher, Visio, and Access with attention to detail.u00a0 Assists the Office of the Vice President of University Facilities with the general administration assignments, including answering calls, scheduling meetings, preparing presentations, gathering materials for conferences, processing mail, entering purchasing requisitions when necessary, and making travel arrangements. Assists in organizing and maintaining the Facilities initiative calendar and with file maintenance. Assists with the execution of training activities and staff events for the Division, including creating training schedules and the input of data in the Learning Management System. Manages data in Excel spreadsheets with knowledge of formulas and other Excel features. Provides assistance with projects and tasks for University Facilities personnel and others, as requested. Complies with occupational safety and health standards and all rules, regulations and orders. Participates in occupational health and safety training and promotes safe work practices through the selection of footwear appropriate for the work environment, and the utilization of personal protective equipment, when necessary. Attend training for and utilize software systems including, but not limited to Cornerstone Learning Management, ProjectMates Construction Management, Kronos Workforce Management, and Maximo Asset Management operated within Division of University Facilities. Attend professional development training courses, seminars, or workshops as required to further the Divisionu2019s initiatives. Comprehends, interprets, and applies established University, industry, and government regulations, policies, procedures, and guidelines. Performs other duties as assigned. Qualifications & Requirements REQUIRED: Graduation from an accredited college with a Bachelor's Degree in English, Communications, or other related field. Four (4) years of full-time professional experience with proven ability to work independently to draft, proofread, or edit documents, including uploading content to online communications platforms. Ability to use critical-thinking and proactive problem-solving skills to simultaneously execute multiple projects effectively. Demonstrated ability in writing, proofreading, and editing correspondences, documents, projects plans, and other related documentations. Demonstrated proficiency in the use of the Microsoft Office suite, including Word, Excel, PowerPoint, Publisher, Visio and Access. Must be able to report to work or work outside of standard business hours, when necessary. Required report to work outside of standard business hours, during campus closures and/or during climatic delayed opening or early closure, as needed by University supervisor or designee. PREFERRED: A Masteru2019s Degree in a related field may be substituted in lieu of two years of professional experience. Experience providing professional support at the Vice Presidential level, or higher. Experience supporting customer service operations. Experience working in facilities, higher education or other similarly-regulated field. Salary Range Commensurate with experience.

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