Summary
This position is responsible for creating and maintaining a high-quality chapter facility experience for our members through facility maintenance and upkeep, as well as maintaining positive relationships with collegiate chapter members, stakeholders and vendors.
Responsibilities
Core duties and responsibilities include the following. Other duties may be assigned.
Chapter Relations
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Maintain a positive working relationship with collegiate chapter members through actions including but not limited to:
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Act as the FMC on-site representative and hostess of the facility for collegiate chapter members.
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Provide excellent customer service to collegiate chapter members through professional, responsive and courteous communication.
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Set, post and follow office hour schedule for each semester.
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Meet at regular intervals with the chapter president, facility manager and other relevant collegiate officers, as directed by the supervisor.
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Attend other chapter related meetings as directed by the supervisor.
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Report any member concerns to the appropriate FMC professional staff member, Sorority staff member or sorority volunteer; respond as directed by supervisor to help resolve issues.
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Maintain a positive working relationship with collegiate advisors and volunteers.
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Communicate with collegiate advisors and volunteers on chapter related items as directed by the supervisor.
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Communicate facility rules to members, report violations of facility rules to the appropriate stakeholders and collegiate chapter members.
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The facility director is not permitted to discipline members.
Safety and Security
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Oversee facility access control, camera, security and fire monitoring systems.
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Address emergency repairs and notify the supervisor immediately to report any damage, fire, accident or incident.
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Respond to and communicate quickly during all emergency situations and notify appropriate parties of the situation.
Property Management
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Reside full-time at the property and provide on-call coverage while the facility is open to residents.
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Manage the opening and closing of the facility for all academic breaks to include the collection and submission of completed check-in/-out forms.
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Conduct full facility walk-throughs and inspections of the property and submit Facility Evaluation form, as directed by the supervisor.
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Recommend facility updates and improvements to supervisor.
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Coordinate and monitor on site vendor work.
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Schedule and monitor facility maintenance work to completion.
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Ensure groundskeeping, housekeeping and food services are performed to FMC standards.
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Seek supervisor guidance with vendor issues.
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Enter and manage workflow for all maintenance workorders in Gamma Phi Beta’s property management system.
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Notify FMC professional staff of inspection of the facility by inspection authorities, forward copies of inspection reports to FMC professional staff.
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Coordinate facility food service operations.
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Order, manage, inventory and maintain household food and supplies.
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As needed, assist food service vendor in executing meal delivery as outlined in the food service contract.
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Organize menu plans in consultation with the chapter house facility manager and/or food committee.
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In conjunction with the facility manager, oversee guest meal sign-in to ensure the proper policy/procedure is followed.
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Ensure that meals are served and made available as specified in chapter members’ housing agreements.
Administrative
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Complete timecard daily and in compliance with Gamma Phi Beta payroll policies and procedures.
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Keep accurate records of all furniture, equipment, utility costs and vendor lists to include records of purchase dates, warranty items and equipment spec sheets.
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Maintain household accounts within a budget to include house supplies, cleaning, food service and general maintenance and repairs.
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Follow credit card expense policy.
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Attend all scheduled meetings with supervisor and FMC staff.
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Identify substitute facility directors and coordinate with supervisor to recruit, train and schedule substitutes.
Physical Working Requirements
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This position is highly active and requires significant walking, bending, kneeling, lifting and daily climbing floors of stairs.
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The employee must frequently lift or move items over 25 pounds.
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The employee may periodically lift or move items up to 50 pounds.
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The employee must be able to inspect the property and observe details at close range.
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The employee must be able to detect safety alarms including smoke, fire and carbon dioxide.
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The employee must be able to detect the presence of smoke, gas leaks and other harmful substances.
Education and/or Experience
An associate degree or equivalent from a two-year college or technical school (further education is a plus); or one to two years related experience and/or training; or equivalent combination of education and experience.
Computer Skills
To perform this job successfully, an individual should have working knowledge of: Internet software; spreadsheet software (Excel); electronic mail software (email); SharePoint, Zoom, Microsoft Teams; and all corresponding devices such as printer, scanner and fax machine; and be proficient navigating Gamma Phi Beta website resources.
Other Skills, Abilities and Qualifications
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Professional, outgoing, customer-service oriented manner.
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Proactive, self-directed and able to independently solve problems.
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Proven project management skills and the ability to effectively coordinate multiple competing priorities.
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Ability to use independent judgement and proper discretion in conducting job functions and responsibilities.
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Knowledge of the Greek membership experience preferred.
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Willingness to communicate in creative ways with our membership.
Location
This position will be based at an assigned chapter facility; full-time residence at the facility is required.
Benefits and Compensation
The hiring range for this position is $18-$20 per hour. Gamma Phi Beta offers a full benefits package, including health, life, disability, vision and dental insurance coverage; paid holidays and paid time off; free housing and meal plan; cell phone stipend; and participation in Gamma Phi Beta’s 401(k) plan after a year of eligible service.
