Title:Sr. Administrative Assistant (Part-time, temporary)

Division: Finance and Administration

Department: Facility Operations and Planning

FLSA Status:Non-Exempt

Salary Range:Grade 5: $13.17/hour

EEO Job Group:5 E6

Position Summary

The University of Southern Indiana is accepting applications forSr. Administrative Assistant (Part-time, temporary).

Provide administrative support to Facility Operations and Planning. Serve as an administrator for the Facilities Maintenance Management Software (FMMS) which receives over 10,000 work requests annually. Enter data and process work requests through FMMS, process purchasing transactions and orders through Banner and other software. Assist with chargebacks, Reconcile invoices and credit cards. Process work orders and preventive maintenance work orders. Provide general clerical support. Must be a team player.

Duties/Responsibilities

• Serve as an administrator for the Facilities Maintenance Management Software which receives over 10,000 work requests annually. Initially collect and process data into the system, process submitted work requests, assign work orders to departments, create scheduled and requested reports, enter new staff information to provide log-in IDs assigning the proper level of system access, closing out work requests, etc. Check work requests for proper data and ensure staff will understand the need within the request.
• Assist the USI Community with using the system to enter work requests and receiving/providing updates on their requests.
• Serve as a liaison with vendors and employees and obtain information for purchases. Work closely with some vendors for their assignments and paperwork. i.e. pest control vendor on where calls of concern have been received.
• Assign new staff mini-computers and train them on simple operation. Help with problems they may encounter.
• Assist the Administrative Associate and professional office staff in obtaining prices or proposals for goods or services.
• Process requisitions into the procurement system and track them until they become purchase orders. Annually process an extensive number of standing purchase orders.
• Arrange training as requested and necessary.
• Reconcile with list from Accounts Payable all invoices and properly post/reconcile them against the correct purchase order or credit card statement.
• Use specific software for creating evacuation maps for new and remodeled buildings.
• Assist in preparing departmental charge backs on all completed work orders.
• Generate monthly computer and manual facilities management reports for department.
• Process student worker time sheets. Monitor recording of hours worked.
• Prepare monthly University Fleet Vehicle mileage chargebacks and logs.
• Assist the Administrative Associate and professional office staff in preparing requests for proposals, proofreading technical specifications and letters.
• Provide backup to the Administrative Associate as needed. Duties to include but not be limited to: helping keep track of employee absences, processing weekly time sheets, processing vacant position requisitions, performing general filing, and other associated duties.
• Input corrective data and data files, as required, to update files.
• Serve as receptionist for visitors.
• Perform other clerical work as required, including typing, filing and answering telephone.
• Other duties as assigned.

Required Knowledge and Skills

• High School diploma/GED.
• Two years of office experience or work/studies involving extensive computer work or expertise.
• Proficiency with computers, word processing, spreadsheet, database, electronic mail, presentation, and internet software.
• Knowledge of scanners and personal data assistants.
• Must project a positive, professional demeanor with outstanding customer service orientation.
• Excellent interpersonal, organizational, and time management skills. Strong oral and written communications skills.
• Ability to maintain confidentiality of sensitive materials and information.
• Ability to exercise judgment in applying guidelines, policies and practices in non-routine situations. Creative problem solving and independent thinking.
• Ability to work independently with very limited supervision exercising initiative and sound judgment with a high level of tact and diplomacy.
• Strong attention to detail with multiple priorities and deadlines.

Preferred Knowledge and Skills

Associate's degree or some college coursework.
Knowledge of Banner, work requests software or similar software.

Search Committee Chair:

If you have questions about the open position, please contact Human Resources at 812-464-1815.

Best Consideration Date:

For best consideration, please submit materials before May 10, 2024.

Pre-Employment Screening

A background check will be required for employment in this position.

Authorization to Work in the United States

USI typically will not sponsor an employment-related visa for this position.

Interview Accommodations

Persons with disabilities requiring accommodations in the application and interview process please contact the manager of Employment at mcweinzapf@usi.edu or (812) 464-1840. Contacting the manager of Employment is intended for use in seeking disability-related accommodations only. For general applicant inquiries, contact Human Resources at HumanRes@usi.edu or (812) 464-1815.

EEO Statement

The University of Southern Indiana is anEEO/AA employer. All individuals including minorities, women, individuals with disabilities and veterans are encouraged to apply.