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Operations and Facilities Associate

3 months ago

Tampa, United States Ultimate Medical Academy Full time

Job Posting:
**Purpose of the Position**:
To assist in the facilities, inventory, security procedures, property management and administrative services needed in order to maintain the safety, quality, culture, and operations of all UMA locations and equipment. This is an onsite role.

The Operations and Facilities Associate reports to the Director of Facilities

UMA is a nonprofit healthcare educational institution with a national presence. Headquartered in Tampa, Florida and founded in 1994, UMA offers content-rich, interactive online programs as well as hands-on training at our Clearwater, Florida campus.
- Anticipated starting hourly rate of $20.00/hr; pay rate negotiable based on experience and qualifications.
- Medical (including prescription), Dental, Vision (UMA subsidized)
- FSA/HSA (Depending on Medical Plan chosen)
- $50,000 Life Insurance (UMA paid)
- Additional Voluntary Life Insurance (Team Member paid)
- Employee Assistance Program - EAP (UMA paid)
- Long Term Disability (UMA paid)
- Short Term Disability (Team Member paid)
- Supplemental Insurance such as Critical Illness, Accident, and Hospital (Team Member Paid)
- Paid Time Off - 15 days accrued in year 1, 9 holidays, and 1 day of Volunteering Time Off
- 401k (eligible upon completion of 90 days of employment and must be at least 21 years of age)
- Pet Insurance
- Identity Theft Protection

**Key Responsibilities**:

- Administrative duties 75%
- Inventory support 20%
- Facilities 5%

**Functional**:

- Sort, distribute, scan, incoming mail by department and/or team member in a timely manner.
- Capture and link documents via the imaging system into the appropriate location in CampusNexus from various inboxes and imaging drives
- Manage receipt and processing of student and third-party checks
- Process outgoing mail
- Perform administrative functions such as filing, copying, scanning, label making, etc.
- Maintain records of receipts, mailing dates, and other required information.
- Ensure files in mail room are organized according to departmental needs
- Supports credentialling and activities onsite
- Assists with the UMA inventory and shipping/receiving responsibilities.
- Coordinate with Facilities Associates and Director of Facilities to resolve issues.
- Act as liaison between vendors, reception, mail/parcel service, and onsite services to ensure needs are addressed.
- Records daily deliveries and shipments to reconcile inventory.
- Collect delivery slips and receipts.
- Assists with quality control and inventory records to ensure appropriate equipment levels are in stock.
- Perform preventative maintenance of the physical plant.
- Conduct daily building inspections and document findings.
- Verify all safety and security concerns are addressed immediately.
- Maintain accurate reporting for generator inspections.
- Communicate daily updates to coworkers and Facilities Director.
- Respond to after-hours emergencies based on a provided “On-call” schedule.
- Other duties as needed.

**Technical**:

- Demonstrates knowledge of, and carefully follows all applicable federal and state compliance requirements and regulations including those prescribed by the Department of Education, ABHES, and CIE.
- Collaborates daily with UMA departments such as Technology, Talent Acquisition, and People and Culture to forecast shipments for new hires, terminations, and replacement tickets.
- Associates are required to report to work on time in a manner that allows for time to punch-in using Ulti-Pro.
- Accurately maintain your timecard in Ulti-Pro with limited adjustments needed to be made by Sr. Facilities Manager.

**Support Institutional Initiatives**
- Keep current on institutional goals, objectives, and progress.
- Engage in institutional sponsored activities and initiatives as appropriate.
- Assist in coordinating efforts between departments within UMA.

**Compliance**:

- Demonstrate knowledge of, and carefully follow all applicable federal and state compliance requirements and regulations, including those prescribed by the U.S. Department of Education, accrediting agencies, CIE, and internal UMA policies and procedures.
- Effectively communicate compliance requirements to other staff as appropriate and quickly escalate any compliance concerns to the UMA Compliance department.

**Work Experience, Skills & Abilities**:
**Minimum Requirements**:

- Ability to relocate furniture and lift items up to 45lbs.
- Effective communication skills.
- Ability to work autonomously.
- Maintain a high level of confidentiality.
- Ability to make sound decisions in pressured situations.
- Reliable transportation to and from work with the ability to travel between sites.
- Flexibility to work evenings and weekends as needed.

**Preferred Skills and Experience**:

- Preferred strong background in inventory/warehouse management and distribution processes.
- Preferred working knowledge of inventory management software
- Three years’ experience in a construction, mainte