Job Details

Program Assistant (Facilities)

Position Number: 9744470
Location: Mahwah, United States
Position Type: Facilities Management

Program Assistant (Facilities)

Location: Ramapo College, Main Campus - Mahwah NJ

Job Type: Full-Time

Job Number: 202300441

Core: Operational Integration Core

Department: Facilities Administration

Opening Date:

Closing Date

FLSA: Non-Exempt

Bargaining Unit: CWA

Description

About Ramapo College of New Jersey

Ramapo College of New Jersey is the state's premier public liberal arts college, where students build the confidence, skills, and perspective to thrive in a changing world. Located on a breathtaking 300-acre campus in the foothills of the Ramapo Mountains and just a short trip from New York City, Ramapo blends the best of both worlds: natural beauty, state-of-the-art facilities, and access to one of the world's most dynamic job markets.

With approximately 6,000 students, Ramapo offers a personalized, student-centered experience defined by a 16:1 student-faculty ratio, small classes, and faculty who mentor, challenge, and inspire. Students can explore over 40 undergraduate majors and a growing portfolio of graduate programs in fields such as Business Administration, Data Science, Nursing, Educational Leadership, Social Work, Special Education, and the Doctor of Nursing Practice. Across every discipline, Ramapo emphasizes hands-on learning through internships, co-ops, study abroad, faculty research, service projects, and real-world experiences that prepare students for meaningful careers.

Our campus is home to cutting-edge academic spaces, including the Anisfield School of Business, the Adler Center for Nursing Excellence, the Sharp Sustainability Education Center, the Berrie Center for Performing and Visual Arts, the Les Paul Music Studio, and the Peter P. Mercer Learning Commons. Ramapo's award-winning residence halls are consistently ranked among the best in New Jersey.

Nationally recognized for excellence and value, Ramapo is ranked #1 among New Jersey public colleges by College Choice, named a Best Regional University North by U.S. News & World Report, and celebrated by Kiplinger's, Money Magazine, Colleges of Distinction, and Victory Media's Military Friendly rankings.

At Ramapo, students don't just earn degrees; they discover their strengths, explore new possibilities, and build the foundation for bold futures.

Working at Ramapo

Ramapo College of New Jersey has been recognized as a "Great College to Work For," where our employees are at the heart of everything we do. We foster an equitable and fair workplace where ideas are welcomed, contributions are valued, and individuals are encouraged to grow both professionally and personally. Employees benefit from meaningful work, opportunities for development, and the chance to make a lasting impact on students' lives every day.

At Ramapo College, we believe excellence is achieved through teamwork, respect, accountability, innovation, and a shared commitment to learning. Our all-hands-on-deck culture requires leadership at all levels to ensure we achieve our mission, implement our goals, and invest in our future one student at a time. We are proud to offer a supportive environment that values well-being and continuous improvement. We believe in being bold, being kind, and being good teammates, making Ramapo not just a place to work, but a great place to belong.

Ramapo College offers outstanding benefits through the New Jersey State Benefits system, generous PTO, professional development opportunities, wellness programs, tuition discounts for employees and their dependents, and much more.

Examples of Duties

Position Type/Expected Hours of Work

This is a full-time, CWA position, and hours of work and days are determined by the supervisor. Note: Employees serving in job titles assigned specific workweek limits of 35 or 40 hours are entitled to be compensated for approved time worked in excess of their normal workweek at the rate of time and one-half.

Compensation:
CWA - P16 - Step 1-3
$53,281-$58,099
Internal applicants' salary is based on union-negotiated calculations

Job Summary:
Under direction of the Associate Supervisor or Director of Facilities; performs professional functions
following established policies, procedures and guidelines. Perform Customer Service Desk functions. Create work orders, follow-up on status, process vehicle and key requests.

Performs all required administrative and recordkeeping functions that may be of a confidential nature and performs other related duties, as required.

Major Responsibilities:
Maintain a supporting role in the daily operation of the computerized maintenance management system (TMA). Process campus work requests and schedule resources related to fire protection systems, elevators, automatic doors, locks, trash and recycling control, HVAC, electrical and plumbing issues, grounds maintenance, snow removal and housekeeping services. Answer customer phone calls.

In conjunction with facilities supervisors, create and maintain the parameters for accepting or rejecting all incoming work requests. Oversee the complete life cycle of work requests including maintaining historical records. Ensure work order issues have been properly addressed. Assist supervisors with work flow and work order follow up as needed.

Assist with input of requisitions into the College e Procurement system (Unimarket), initiate and follow up on payments, maintain financial records and update account balances, as determined and after review by the Associate Supervisor or Director. Assist in obtaining quotes from vendors; assist in ordering equipment and supplies needed to properly operate the residence halls and academic buildings. Maintain all related records for departmental P card expenses.

Assist with management of electronic check in kiosk for sign in and out of outside contractor staff.
Dispatch field staff and contractors.

Coordinate all aspects of vehicle scheduling in support of all College organizations and departments, including but not limited to confirmation of vehicle driver authorization and vehicle availability.

Manage golf cart reservations and use. Assist and maintain golf cart use request forms. Provide administrative support for Building Services and Maintenance departments. Provide waste management, recycling, customer service and support as needed.

Responsible for ordering and maintaining office supplies and printed forms. Research and secure best pricing options to ensure fiscal responsibility.

Assist supervisors with form design and signage.

Provide backup support for overtime processing and submission.

Make recommendations for the upgrade in any of the operations within the scope of responsibility. Oversee the installation of these upgrades, ensuring that they operate without difficulty.

Establish liaison and maintain cooperative working relationships with other staff or organizations whose functions impact on assigned responsibilities. Answer, screen and route office phone calls, greet and direct visitors, process information requests, answer routine questions, take messages or route phone calls appropriately.

Attend and participate in meetings, training, and events related to assigned responsibilities. Prepare clear, accurate, and informative correspondence and reports containing findings, conclusions, and recommendations for review by the Associate Supervisor or Director.

Assists with sorting and routing incoming mail, correspondence, and Public Safety reports. Perform other various related work, completes special projects and assignments, as required.

Safeguard the confidentiality of college personnel and work -elated records, files, fiscal data, and correspondence.

Qualifications

Requirements:

Graduate from an accredited college with a Bachelor's degree.

Note: Applicants who possess an Associate's degree may substitute two (2) years of position-related experience for the remaining two (2) years of education. Note: Applicants who do not possess the required education may substitute experience on a year for year basis.

1 year of more of Administrative/Clerical experience in an office environment.

Knowledge & Abilities:

Knowledge of the principles and techniques essential to the performance of assigned responsibilities.

Operating knowledge of all standard office equipment (computer, fax, photocopier, etc.). Will use them efficiently and effectively for the facilitation of various work assignments.

Ability to comprehend, interpret, and apply established law, regulations, policies, procedures, precedents, and guidelines.

Ability to maintain cooperative working relationships with other offices or organizations whose functions impact on assigned responsibilities.

Supplemental Information

EEO Statement:

Ramapo College is an Affirmative Action/Equal Employment Opportunity Employer. Ramapo has a long history of advocating, advising, and supporting diversity, equity, and inclusiveness. Examples can be found in its mission statement, strategic plans, degree and course offerings, community outreach programs, and other diversity programs. Ramapo's commitment to diversity and inclusion is infused across all facets of the College; where the environment is welcoming, dedicated to social justice, respectful of freedom of expression, focused on educating and having an ongoing conversation regarding cultural competence and the benefits and importance of diversity.

To apply, please visit https://www.schooljobs.com/careers/ramapo/jobs/5437203/program-assistant-facilities

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