Administrative Services Coordinator III

Tennessee Tech•Cookeville, TN

3d•Onsite

About The Position

This position provides essential administrative support to various key personnel within the department, including the Director, Accountant, Design Managers, CAD Operator, and Project Managers. The role involves coordinating and managing critical processes such as bids, contracts, insurance reporting, physical facility inventories, capital budget submissions, and state-level regulatory filings. Tennessee Tech is committed to Equal Opportunity and Affirmative Action.

Requirements

High School diploma or equivalent.
Four years of related professional experience or an associate's degree (60 credit hours) with two years of related experience.
Experience with purchasing, bid logistics management and experience compiling RFP’s.
Computer literacy in software such as Microsoft Office Suite; database and spreadsheet applications.
Ability to communicate effectively.
Ability to maintain professional working relationships with administration, faculty, students, designers and contractors.

Nice To Haves

Three to five years of relevant office experience.
Experience with software such as Oracle or other higher education enterprise system.
Experience in a higher education setting.

Responsibilities

Performs general bookkeeping functions including preparation of departmental requisitions for payment and budget revisions.
Maintain records of expenditures, account balance, billing and payable files, and records.
Responsible for coordinating lease and land transaction requests, submittals and reports.
Annually audits insurance reports, revises, as needed, and submits to TN Risk Management.
Compiles capital budget data and prepares for submission to THEC and F&A.
Compiles data and completes reports and submits to THEC, F&A and other federal, state, and local government regulatory agencies.
Provides administrative support for the Director, Design Manager, and CAD Operator.
Composes routine correspondence, proofs, edits and revises materials for general distribution.
Types various reports, memos, letters, etc.
Routinely handles confidential information.
Coordinates the RFP process.
Provides clerical support for the RFP process.
Prepares RFP’s for design, construction and leases.
Posts RFP’s on website, receives RFP’s, reviews for compliance and distributes to evaluation team.
Responsible for coordinating bid openings.
Receives bid documents, reviews bids for standard compliance, assigns bid dates, and enters information into the Project Information Tracking System (PITS).
Verifies bidder’s contractor license for award.
Provides support for contract submittals to OSA for approval.
Enters award, approval dates and other project information into PITS.
Send notices of pre-construction conferences.
Receives Insurance Certificates from contractors, verifies insurance coverage amounts and enters into PITS.
Maintains department website in compliance with SBC, OSA, and THEC requirements.
Assists with updating processes, procedures, designer’s manual and work process flow charts for the department.
Supervises student worker, reviews time sheets and prepares student payroll.
Assists faculty, staff, students and general public with program and services offered through the department.
Explains policies and procedures.