Administrative Specialist - Campus Safety and Operations

This position is responsible to the Executive Director of Campus Safety and Operations. The position provides the administrative support services necessary to carry out operational service functions for the college.

Responsibilities

Perform daily administrative support responsibilities as delegated by the Executive Director of Campus Safety and Operations. Onboard new employees with Access Cards and Keys. Maintain the physical key inventory database by issuing and collecting keys from new, current and separating employees.Use key cutting technology.

Maintain physical core inventory for all campus buildings. Troubleshoot access door issues with maintenance team or contractors and schedule repairs and installs with vendors. Server as Controller for the Access Control and Security system. Maintain active employee access database, program access profiles, maintain building schedules, update building time zones and door time zones per request forms and special events.

Review time sheets and leave requests for Executive Director’s direct reports. Review, assign and reroute incoming Service Desk work orders pertaining to access controls, physical keys, and capital projects. Assist with coordination of cross departmental team projects. Schedule bi-monthly meetings for the Campus Safety Operations Team and Direct Report meetings and other meetings, as directed by the Executive Director.

Review and maintain all college facilities data to submit annual reports to Illinois Community College Board (ICCB) Maintain and Update Building Maps with renovations and remodels, work with Architects for updates Answers telephone, takes messages and answers inquiries within assigned scope of responsibility. Maintain the department’s memos for Board of Trustee (BOT) meetings and prepare Executive Director’s BOT meeting folder Schedules appointments, maintains calendar and allocates Executive Director’s time.

Attend, take notes and record minutes for meetings, as needed. Attend collaboration meetings with other admins across the college Perform other duties as assigned to support the Executive Director of Campus Safety and Operations.