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This position is responsible for assisting with day-to-day administrative and clerical support for the Faculty Housing office and will also provide assistance with various projects and provide vacation coverage.
This position assists with assignment, leasing, maintenance, and rehabilitation of roughly 100 units of Faculty Housing in the vicinity of the campus. This position is responsible for the day-to-day customer service and administrative support for the Faculty Housing Office. This position will also provide assistance with various projects and will provide coverage in the absence of the Faculty Housing Manager.
Serve as first point of contact for incoming Faculty in need of housing. Responsible for providing a high level of customer service, assessing client needs, conducting tours and helping with the reservation process. Partners with sponsoring Divisions to secure appropriate housing.
Manage resident turnover process, including: assignment confirmation, check in, check out, inspection requests, and turnover monitoring.
Serve as first point of contact for conference room inquiries. Manage reservations and logistics of conference rooms.
Creates, prioritizes, and assigns daily maintenance activities in AiM. Monitor multi-shop work order schedules.
Assist FH Manager with supervising and assigning work to the FH Operations staff.
Provide guidance and training to Faculty Housing staff members regarding prioritization, internet and cable troubleshooting, supply ordering, and customer requests.
Administer various contracts and purchase orders such as Spectrum, cleaning vendors, and some service contracts.
Creates operations metrics.
Manage purchase orders, supply orders, and p-card reconciliation for staff. Process and/or approve vendor payments.
Assist with process mapping and process planning, research, development, and implementation.
Process monetary collections such as rent, utility, fees, etc. via check, credit card, or WIC. Process monetary deposits for checks and reconciliation of online payments.
Provide guidance for online payment processes for tenants.
Prepare, distribute, and collect all Faculty Housing contracts, leases and correspondence, confirmations, notices of contract terminations or contract changes and occupancy reports.
Daily data entry and maintaining database accuracy for occupancy, maintenance, turnover, and billing processes and for maintenance projects.
Conduct research for items such as market analysis, property pricing, vendor scope, assist with development of reports.
Assists in day-to-day business operations, such as drafting, editing, proofing correspondence, reports, etc.
Provides customer service to internal and/or external customers; assesses and determines priority of request, tracks and follows-up on progress, and addresses customer concerns and complaints.
Maintains records files and databases; screens and routes mail/inquiries; processes and maintains sensitive and confidential information; coordinates tasks and/or projects, maintains calendars, schedules meetings and appointments, etc.
Assists in preparation of operating budget; assists with monitoring and tracking of accounts. Assists with collection of data for statistical and financial analysis and production of standard and/or technical reports and documents
Initiates and/or places orders for office supplies, equipment, etc.; may conduct vendor searches and obtain bids; tracks, monitors and resolves delivery of orders.
Other duties as assigned.
Bachelor's Degree or equivalent experience.
Excellent customer service skills coupled with strong oral and written communication are mandatory.
At least 3 year's progressively responsible administrative experience.
Candidate must be proficient with computer skills including MS Office Suite and remote collaboration tools.
Candidate must be able to apply knowledge of policies and practices to assignments.
Candidate must be capable of solving both routine and non-routine problems.
Candidate must be capable of prioritizing tasks and meeting critical, time sensitive deadlines.
Must be capable of follow through and organization; attention to detail is essential.
Candidates must have the ability to interact with various levels of faculty and staff, outside vendors, and contractors.
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.
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