• Records and Materials Coordinator

    Mount St. Joseph University
    Job Description


    To provide administrative support services to the Department of Building & Grounds. Responsible for receiving requests for repair work, dispatching work orders to appropriate personnel, processing purchase orders and invoices, and maintaining all aspects of the computerized maintenance management system.


    • Process work requests, determine the level of urgency and issue work orders to appropriate personnel based on the nature of work and availability, workload, and expertise of personnel.  Update work order status changes as they occur.
    • Respond promptly to emergency situations to dispatch appropriate personnel to resolve urgent issues.
    • Manage the computerized preventive maintenance system: enter equipment information, process records of work performed, issue PM work orders to appropriate personnel, update completed PMs, maintain equipment histories, track delinquent PMs, and print requested reports from the system.
    • Process electronic purchase orders, issue POs to vendors, process invoices, maintain records of purchases, and track costs.
    • Process purchase orders for price quotes obtained from vendors by mechanics, Lead Grounds, Lead Custodial and management personnel. 
    • Contact vendors for repairs as directed by management.
    • Receive and transmit by radio communication regarding emergencies and work orders.
    • Check-in received goods for maintenance, Grounds, and Custodial items as delivered. Assist in verifying quantities of materials received.
    • Assist management with gathering and organizing data in preparation of annual operating and capital budgets.
    • Maintain filing systems for equipment manuals, licenses, permits, regulatory documentation, purchases, quotes, contacts, and general correspondence.
    • Track budgets for special projects.
    • Answer and direct phone calls. 
    • Provide general support to the management team for filing and retrieving information.
    • Generate and update various documents (phone lists, checklists, procedures) for the purpose of maintaining accurate and up-to-date information.
    • Demonstrate the highest regard for confidentiality of information
    • Other duties as assigned.





    Primary Contacts:

    Buildings & Grounds supervisors and staff, students, and University faculty and staff

    Supervision Exercised:


    Directs work of others to complete tasks

    Supervision Received:

    Works toward a previously defined objective with little daily supervision and uses a wide range of procedures to accomplish goals, plans, and arranges own work referring problems to the Manager of Custodial & Administrative Services



    High school diploma required; minimum of associate degree preferred.


    3 years previous administrative support in a technical environment; familiarity with general maintenance practices.

    A demonstrated ability and commitment to diversity, equity, and inclusion.

    Skills, Attributes

    Customer Service:

    • Exhibit excellent customer service orientation in providing service in all responsibilities and interactions
    • Demonstrate creative problem-solving in handling people and situations


    • Collaborate well with others
    • Communicate, cooperate and collaborate well with others to achieve common office, division or university goals
    • Willingly assists in various responsibilities as appropriate within the Department of Building and Grounds and other areas of the university as appropriate as required during high service demand times


    • Develop and nurture an effective, productive and respectful rapport and working relationship with faculty, staff, and various campus and community constituencies while maintaining an appropriate level of professionalism
    • Demonstrate strong interpersonal and organizational skills, a sense of humor, flexibility, and creativity
    • Demonstrate strong written, telephone, and electronic (email and internet) communication skills
    • Observation of appropriate etiquette and professionalism regarding radio transmissions
    • Communicate information clearly and concisely and listen well to others


    • Maintain a high level of accuracy, consistently reviewing work to detect errors, oversights or omissions
    • Provide accuracy of the information that is shared to others 


    • Take immediate and independent action when necessary assuming initiative for creative problem solving
    • Accomplish tasks with follow through to completion
    • Adapt willingly and quickly to changing priorities, responsibilities, and functions within the department and/or position


    • Must possess an aptitude for technological development and its implications for appropriate automation of office; proficient in Microsoft Office, including Word, Excel and Outlook, Internet, CARS, copier, scanner, fax machine

    Work Environment, Physical Demands:

    • Standing or sitting in one position for long periods. Multiple service hours; computer data input; multiple concurrent tasks with constant service interruptions; faculty and student contact; strict confidentiality; detailed work

    To apply, please upload an e-note, resume, and contact information with three professional references on our website.

    A review of resumes will begin immediately and continue until the position is filled.

    Please click here to review the University's Non-Discrimination Policy.

    Mount St. Joseph University is an Equal Opportunity Employer


    Contact Information