Job Details

Administrative Specialist - Facilities, Planning, and Management
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Position Number: 6038887
Location: Chattanooga, TN
Position Type: Facilities Management

Administrative Specialist - Facilities, Planning, and Management
Chattanooga, TN, United States

Job Identification: 1780
Job Category: Administrative
Posting Date: 02/27/2025
Job Schedule: Full Time
Locations: 400 Palmetto Street, Chattanooga, TN, 37403, US

Job Description
The Administrative Specialist provides administrate support for Facilities, Planning, and Management.

Responsibilities

Processes payroll entry for building services, grounds, motor pool, CEP, and shops via Oracle/DASH
Performs internal new hire orientation in Facilities
Performs internal new hire general DASH training (Basic Navigation)
Serves as liaison for all new employees, assists with Duo Mode set up, email login, uniforms, and additional FPM specific policies and procedures
Serves as liaison for off-boarding, ensuring all uniforms, tools, keys, etc. are turned in and reported accurately for both FPM and campus employees
Schedules and monitors in-person compliance sessions, utilizing the FPM computer lab for compliance & campus surveys
Monitors all COI forms for completion as needed for FPM departmental employees
Is responsible for FPM computer lab training, which includes assisting employees with technical needs logging into UTC specific required sites
Assists temp employees who are applying for full-time positions
Assists all employees with technical needs (retirement applications, benefits enrollment, evaluations, leave balances, etc.)
Maintains a current call list with cell #'s and radio #'s to be shared both electronically and hard copy
Assists with annual inventory
Assists with annual evaluations as needed through scheduling of computer lab, duo mode login, password management, and workflow of approvals
Maintains an online sharable and hard copy of all departmental PDQ's & Open Positions Reports
Maintains an online sharable and hard copy of all calendars (payroll and holidays)
Maintains online shareable and hard copy training resources for all FPM employees
Notifies department of proper coding and hours for administrative and unscheduled closings
Picks up mail daily and distributes while assisting with Kintone entry & scanning invoices (shops, local projects, and utilities - everything except capital projects)
Initiates requisitions as needed for new positions, and posting existing positions while working with the Director of Business Services to ensure proper approvals and budgets are aligned
Serves as Motorpool back up
Serves as Planon database back up
Serves as exempt employee payroll back up
Serves as Work Control Coordinator back up
Organizes and facilitates FPM departmental meetings and events
Serves as liaison between campus and FPM employees for events, training, and general campus communications
Communicates with FPM all new employee hires, job postings, office moves, and other departmental information as needed
Oversees campus notifications from FPM as needed (preferably using AI assisted tools)
Is responsible for two FPM open houses annually allowing the campus to have tours of the shops, central energy plant, meet and greet with FPM employees to learn about the trades and how the department operates,
Reports campus feedback from FPM open house events to the appropriate leadership in Facilities

The ideal candidate will possess the following:

Experience working in Higher Education
Good communication and organizational skills
Advanced computer skills with AI, Oracle, Office 365
Ability to trouble shoot IT as it relates to Facilities specific use of programs
Ability to lead small groups and individual training
Performs with limited supervision

The review of applications will begin March 10, 2025, and will continue until the position is filled. Applications received by this date will receive priority consideration.

Qualifications
Minimum: Requires a high school diploma and four years of relevant experience in a large office setting, or an equivalent combination of education, training, and experience.

Preferred: A bachelor's degree and five years of experience working in higher education experience is preferred.

About Us

To apply, visit https://fa-ewlq-saasfaprod1.fa.ocs.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX_1/job/1780/?mode=location