Facilities Services Office Assistant

The Facilities Services Department at Johnson University invites applications for the full-time (40 hours) position of Facilities Services Office Assistant on the Tennessee campus.  Applicants for this position should submit a cover letter, resume, and the names and contact information for three professional references via email to Human Resources at [email protected]. Review of applications will begin immediately and will continue until the position is filled.

Position Title: Facilities Services Office Assistant
Organization: Johnson University
Work Location: Johnson University Tennessee (Knoxville, TN)
Reports to: Facilities Office Manager
Classification: Hourly, Full-Time (40 hours per week)
FLSA Status: Non-Exempt

Job Summary

The Facilities Services Office Assistant provides secretarial support to the Facilities Services Office Manager, while providing high-quality assistance in day-to-day operations of the Facilities Services Team.

Primary Duties and Responsibilities

Under the direction of the Facilities Office Manager:

  • Process incoming campus work requests and generate corrective and preventative work orders for building repairs and campus maintenance and all required weekly, monthly and yearly reports
  • Process Event Management system service requests and generate work orders for all required tasks as required
  • Dispatch Facilities personnel for campus maintenance emergencies
  • Monitor the Campus Emergency phone number x2222 and dispatch Emergency Response Team (ERT) members per the JU Emergency Response Plan procedures
  • Monitor campus building fire alarm panel notifications and dispatch JU personnel as required. Contact panel monitoring service to put system on “test’ when required
  • Monitor campus two-way radio communications and participate as required
  • Transfer the Campus Emergency phone number x2222 to the proper “On-Call” Duty Officer as required
  • Process temporary issue and return of campus facilities and vehicle keys
  • Process Motor Pool vehicle requests, maintain reservation schedule, review and document returned Driver Information brochure and coordinate information with Vehicle Maintenance Supervisor
  • Process Motor Pool vehicle driver insurance verification approval requests, and, in coordination with the Environmental Health & Safety Supervisor, schedule required training, submit training records & provide vehicle operators with general Motor Pool plan operation policies
  • Schedule outside vendors for maintenance services including, but not limited to, pest control, laundry equipment, elevator, fire alarm system and others as directed
  • Coordinate various online Facilities purchases including, but not limited to, Grainger, Amazon for Facilities team members. Manage online purchasing accounts.
  • Order, stock and distribute office supplies for the department
  • Reconcile monthly credit card statements and utility, pest control, and other invoices as directed
  • Manage petty cash box and credit cards for issue inventory
  • Update and maintain various Facilities information database spreadsheets as directed
  • Distribute and collect all Non-Traditional, Senior Transitional & Summer worker student housing occupancy, transfer and vacate correspondence/forms, key requests & returns, unit inspections and issued JU inventory item lists. Schedule unit inspections as required.
  • Process “work order” account emails and Facilities personnel calendar requests including employee vacation time, appointments and meetings (including room logistics and necessary equipment)
  • Distribute JU Property labels to applicable personnel for installation
  • Provide oversight of Work-Study Students

Other Duties and Responsibilities

  • Participate in campus safety training
  • Other duties as assigned

Knowledge and Skill Requirements

  • Exceptional customer service orientation
  • Exceptional interpersonal oral and written communication skills.  Must be able to effectively interact with university personnel, students, and the public face-to-face and over the telephone
  • Must possess a high level of accuracy, self-motivation, and attention to detail
  • Excellent organizational skills with the ability to prioritize multiple tasks simultaneously
  • Must be a creative problem solver with the ability to define problems, collect the necessary data, and draw valid conclusions in order to make decisions independently
  • Ability to define problems, collects data, and draw valid conclusions
  • Ability to train and provide effective work direction to other employees or students
  • Proficient user of Microsoft Office and general computer skills
  • Familiarity with office environment practices, policies, and procedures
  • Ability to perform basic mathematics (e.g., add, subtract, multiply, divide, whole numbers and fractions)

Working Conditions

  • Requires prolonged sitting.


  • High School diploma or equivalent.  Two years higher education preferred.
  • A minimum of 2 years experience in providing secretarial/administrative support in increasingly demanding positions
  • Travel may be required for additional training opportunities.

Equal Employment Opportunity Provider

Johnson University is a Christian university affiliated with Christian churches and churches of Christ. Its mission is “to educate students for Christian ministries and other strategic vocations framed by the Great Commission in order to extend the kingdom of God among all nations.” Accordingly, Johnson University seeks to hire and educate individuals who share its vision and core values to carry out that mission. Johnson University does not unlawfully discriminate in admissions, educational programs, or employment practices.

Johnson University does not discriminate on the basis of race, sex, color, national origin, age, veteran status, genetic information, political affiliation, or disability–if such disability may be accommodated without undue hardship—in provision of educational opportunities, programs and activities, or employment opportunities and benefits, pursuant to the requirements of Title VI of the Civil Rights Act of 1964 and subsequent amendments to that act, Title IX of the Educational Amendments of 1972 and subsequent re-authorization of that act, Section 504 of the Rehabilitation Act of 1973, and the Americans with Disabilities Act of 1990 and subsequent amendments to that act.

The University, however, reserves the right under those provisions to make certain employment decisions on the basis of religion, marital status, or sex consistent with the University’s religious beliefs when establishing qualifications for certain positions. Further, as a Christian ministry, the University retains the right to select those who serve in ministerial positions, as that term has been defined by the courts in the context of the First Amendment to the United States Constitution, based on criteria established by the University without regard to Title VII, Title IX, or any other federal, state, or local law governing the employment relationship.