This full-time position serves as the administrative assistant for Custodial Operations at Physical Plant and ensures that day-to-day operations of the custodial department and office run smoothly. Supports and assists the custodial staff, the custodial leadership team, physical plant staff, and campus customers, clients and visitors with daily needs, including special event needs and/or work requests. Effectively communicates and coordinates needs for services with appropriate parties and dispatches urgent or emergency custodial needs over the radio or phone.

Primary Duties and Responsibilities

• Answers multi-line telephone and takes work order requests and messages; routes calls to appropriate staff; serves as radio dispatcher for custodial work unit. Communicates with faculty, staff, and students regarding custodial needs and status of work requests. Greets and directs contractors and vendors, receives deliveries, runs errands on campus and in the community; picks up and delivers mail to the physical plant and the post office and distributes mail throughout department.
• Reviews and converts time entries on custodial time sheets for payroll processing.
• Reviews work requests for custodial unit in TMA work order system. Schedules work and prepares supply needs for work orders/events. Tracks labor and material charges via reports, maintains a filing system, enters and closes work orders in the TMA computerized maintenance management system (CMMS).
• Maintains an event needs board for scheduling of event services so Supervisors can track on pre-cleaning, clean-up and stand-by services for events. Helps prepare and distribute work schedules for events. Coordinates staff meetings and assists with trainings and orientation of new employees (records attendance, keeps minutes, and prepares hand-outs and slide presentation materials via PowerPoint). Responsible for inventory control, key control, and distribution control of PPE, chemicals and supplies at the custodial storage areas.
• Tracks the signing in and out of department inventory such as fans, blowers, dehumidifiers, wet-vacs, carpet extractors, and vehicles. Maintains inventory records and reports; turns in monthly mileage records.
• Assists with the custodial laundry system, occasionally helps with emergency needs during work hours such as cleaning up a spill or stocking paper products or hand soap in a bathroom on campus. May be contacted to assist with after-hour emergences for storm clean-up or water remediation (as Physical Plant employees are considered essential personnel).
• Performs other duties as assigned.

Knowledge, Skills & Abilities

• Proficiency in the use of Microsoft Office programs. Experience with Outlook and the use of email and email calendar scheduling.
• Skill in the operation of office equipment including, but not limited to, multiline telephone, typewriter, calculator, multi-function printer/copy/scan/fax machine and computer as well as computer applications including spreadsheet, database, and word processing software.
• Experience with computer data entry and/or work order systems such as TMA.
• Knowledge of cleaning techniques and procedures, and the use of custodial materials, tools, equipment, and chemicals.
• Skill in managing ones’ own time and the time of others while monitoring/assessing the performance of self, other individuals, or organizations to make improvements or take corrective action.
• Ability to handle difficult and stressful situations with professional composure and the ability to react and respond quickly and calmly in emergency situations.
• Ability to establish and maintain a good rapport with university faculty and staff, students, and the general public.
• Ability to work successfully as a member of a team and independently with moderate supervision.
• Skill in material resources management through obtaining and seeing to the appropriate use of equipment, facilities, and materials needed to do certain work.
• Ability to obtain a driver’s license prior to employment.
• Ability to work evenings, nights, and weekends as necessary.
• Ability to process and handle confidential information with discretion.

About The University of Southern Mississippi
The University of Southern Mississippi (USM) is a comprehensive public research institution delivering transformative programs on campuses in Hattiesburg and Long Beach, at teaching and research sites across the Mississippi Gulf Coast, as well as online. Founded in 1910, USM is one of only 131 universities in the nation to earn the Carnegie Classification of Institutions of Higher Education's "R1: Doctoral Universities - Very high research activity" designation, and its robust research enterprise includes experts in ocean science and engineering, polymer science and engineering, and large event venue safety and security, among others. USM is also one of only 37 institutions in the nation accredited in theatre, art and design, dance and music. As an economic driver, USM generates an annual economic impact of more than $600 million across the state. USM welcomes a diverse student body of more than 14,000, representing 71 countries, all 50 states, and every county in Mississippi. USM students have collected four Truman Scholarships and 37 National Science Foundation Graduate Research Fellowships, while also leading Mississippi with 27 Goldwater Scholarships, an honor that recognizes the next generation of great research scientists. Home to the Golden Eagles, USM competes in 17 Division I sports sponsored by the National Collegiate Athletic Association (NCAA). For more information, visit www.usm.edu.

As an Affirmative Action/Equal Employment Opportunity employer/Americans with Disabilities Act institution, The University of Southern Mississippi encourages minorities, women, veterans and persons with disabilities to apply.