Administrative Assistant, Facilities

Description

OUR SCHOOL 

The Governor’s Academy, the oldest boarding school in New England, inspires and engages inquisitive students in ninth through twelfth grade. Our 456-acre campus is located thirty miles north of Boston and five miles south of Newburyport, a classic New England coastal town. Govs has approximately 400 students and 200 employees. 

Govs faculty and staff are committed to creating and cultivating an intentionally diverse and inclusive community that allows students to learn from each other’s unique backgrounds and experiences, discover their passions, find and use their distinctive voices, and achieve academic and co-curricular excellence. We welcome applications from candidates of all backgrounds.

Adults in our community are professionals who appreciate individuality, collaboration, and service to others— all so that we can go far together.

POSITION SUMMARY

This position primarily performs administrative and operational support to the Facilities Department.  This role requires excellent skills in office operations and administration, including strong professional communication skills, organizational capabilities, and multitasking in a dynamic environment.  The successful candidate will demonstrate the ability to collaborate effectively with the Facilities team members and the broader school community.

This is a non-exempt, salaried staff position.

FUNCTIONAL AREA AND RESPONSIBILITIES

Administrative Support

• Provide administrative assistance to the Facilities Department Director, Associate Director, Environmental Health & Safety Manager, and Facilities Department staff. 
• Maintain accurate and well-organized records (digital and physical), ensuring accessibility for team members. 
• Develop, maintain, and distribute document templates, checklists, databases, and spreadsheets used for quality control, procurement, utility tracking, key management, various inspections, and logging of work performed.

Operational Support

• Monitor and manage the Academy’s work order and preventative maintenance system; coordinate with Buildings and Grounds Supervisor(s) to delegate tasks, and update constituents with work order status. 
• Assist in building a Preventative Maintenance program for all mechanical equipment and assets. 
• Administer janitorial service requests, including special event cleaning, quality control, incident response, and specifying and ordering cleaning supplies and equipment. 
• Coordinate solid waste and recycling hauling services
• Schedule fuel deliveries and annual service for fuel oil-fired boilers, and fireplace cleanings
• Coordinate pest control services with contractor and internal team members

Office and Logistics Management

• Answer phones, greet visitors, and contractors, and provide general administrative support during normal business hours
• Manage incoming mail, shipping, and receiving duties, including incoming package processing using the Package Zen platform, as well as performing bulk mailings and distributing packages. 
• Maintain and organize the office, breakroom, and conference room. 
• Oversee inventory control for office, breakroom, janitorial, and stockroom supplies and place orders as needed for inventory and special projects. 
• Specify and procure Facilities department apparel. 
• Manage campus key distribution to Academy employees. 

Financial and Budgetary Support

• Assist the Business Office with invoice processing, credit card payments, and budget review. 
• Assign account numbers to charges in accounting software and delegate for manager approval. 

Additional Duties

• Support and train new employees in payroll, and various administrative processes. 
• Assist Facilities department management with various tasks, procedures, and protocols as needed. 
• Perform multiple tasks, including filing, copying, laminating, editing copy, and printing. 
• Other duties as needed.

Qualifications

QUALIFICATIONS

• Bachelor’s degree preferred.
• 5-7 years of experience with increasing responsibility
• Discretion and the ability to handle confidential and sensitive matters appropriately
• State-of-the-art computer skills; Google Suite, Microsoft Office applications; previous experience using enterprise management systems like School Dude preferred; and ability to learn new software & applications.
• Knowledge of basic accounting principles 
• Capable of making informed decisions when necessary. 
• The ability to effectively present information to colleagues, managers and  school administrators 
• Excellent verbal and written communication skills are required.
• Exceptional organizational skills with high attention to detail.
• Ability to manage multiple tasks simultaneously and work independently.
• Professional and collaborative interpersonal skills including a high level of integrity and a strong work ethic
• Self-motivated and proactive; ability to work with minimal supervision
• Must be able to work collegially; must be committed to working in a diverse community and have the ability to communicate effectively with diverse populations.
• Successful completion of a criminal records background investigation
• Must possess a valid drivers’ license.

Supervision Received

Reports to the Director of Facilities

HOURS

This is a full-time, non-exempt, salaried staff position.  The typical hours are 7:30 am to 4:00 pm Monday through Friday. 

PHYSICAL DEMANDS

To perform essential functions of the job, the following applies;

• Typing for extended periods of time
• Must be physically and mentally capable of performing multiple tasks and able to function in a fast-paced environment.  
• This position may require lifting approximately but not limited to 40 lbs, bending at times, and climbing stairs.  
• Frequent talking, listening, walking, sitting, and standing

WORK ENVIRONMENT

• The successful candidate will be flexible, enthusiastic, hard-working, and responsible, and will enjoy a busy work environment in which he or she will meet many people on a daily basis.  
• The Administrative Assistant works under a variety of environmental conditions.  Much work takes place in the office, but field work may demand exposure to varying weather conditions, periodic loud noises, and exposure to fumes and/or airborne particles. 
• The Academy is a non-smoking campus.