Operations and Safety Administrative Assistant

Primary Position Objectives

Reporting directly to the Senior Director of Operations and Safety, the Administrative Assistant for Operations and Safety will use their outstanding organizational, communication, and support talents to provide direct administrative and operational support for the Senior Director and their team, which includes the Maintenance, Custodial, Grounds, Transportation, Security and Food Service teams.

Position Responsibilities

Assist the Senior Director of Operations and Safety with multiple essential office responsibilities to support the smooth, efficient, and effective running of their various departments. This includes but is not limited to :

• Customer Service : Deliver exceptional customer service by promptly addressing and resolving inquiries, requests, and concerns from students, parents, staff, campus neighbors, and visitors, fostering a welcoming and supportive environment.
• Communication : Exhibit polite and professional communication. Answer phone calls, take messages, write and respond to emails and chats, organize, prioritize and file emails; communicate with Operations team members, senior leadership, other staff and faculty, campus neighbors, and outside contractors and suppliers via phone, email, chat and written correspondence.
• Scheduling : schedule meetings for the Senior Director with other Operations team members, senior leadership and other UWC staff and faculty members, and outside contractors, suppliers and others as required
• Document preparation : write, proofread, edit, update and organize Operations Department documents, including memos, emails, letters, spreadsheets, school policy documents and forms; create drafts and templates of correspondence for review and approval; send correspondence with merged information, and attached or linked materials
• Operations Support : help support the operation of the departments supervised by the Senior Director including : coordinating event reservations by facilitating communications between the UWC community and our food service provider (currently Sodexo); handling transportation reservations and other transportation department responsibilities; making guest room reservations; ordering of supplies for facilities or security work, etc.
• Office Management : inventory and order office supplies for Operations, Maintenance and Security teams
• Recordkeeping : collect, scan, store and organize data, receipts, forms, and documents for departments within the Senior Director's purview; create, distribute and organize completed disbursement and purchase requests in PandaDoc for the Operations and Maintenance teams; take notes at meetings, type up and distribute meeting notes and tasks generated; Request forms from contractors and track, file and share received forms as appropriate
• Research : research potential new contractors, suppliers, supplies and equipment, through online research, emails and phone interviews; gather information on work needed and obtain bids from contractors for projects
• Coordination : coordinate logistics for meetings and maintain communications with contractors and suppliers; gather, scan and file required documents from contractors and suppliers; set up and maintain UWC tax-exempt status with contractors and suppliers whenever possible / applicable
• Other : Fulfill other tasks as needed, as determined by the Senior Director of Operations and Safety

UWC community support and involvement

Initiating and participating in constructive, strategic discussions and sharing thoughtful and innovative ideas with co-workers for carrying out the UWC mission and successfully completing day to day work assignments.

Position Qualifications

Required

Qualifications

Preferred Additional

Qualifications