Administrative Assistant - Facilities

Description

General Summary:  Under the direction of the Facilities Supervisor, the Administrative Assistant supports the efficient operation of the facilities department by providing comprehensive administrative, clerical, and organizational support. This role facilitates communication, coordinates activities, and ensures that the supervisor and team have the resources and information needed to maintain smooth daily operations. Additionally, the position supports the implementation of objectives aimed at maintaining the facilities to meet campus needs, including scheduling and addressing service maintenance, repairs, and documentation of immediate infrastructure requirements.

The Administrative Assistant must demonstrate cultural sensitivity and effectively operate within a multicultural and Native American environment, contributing to the institution's mission and values.

Principal Duties and Responsibilities:

The provisions of the following Administrative Assistant duties include, but are not limited to:

1. Maintain organized and accurate record-keeping systems for supplies, equipment, office assets, vehicle maintenance logs, inventory logs, office key management files, help desk ticket updates, vehicle use records, and other administrative documents to ensure proper documentation, accessibility, and compliance with organizational policies.
2. Monitor stock levels and coordinate timely reordering of office and operational supplies to prevent shortages, collaborating with vendors to track orders, verify deliveries, and resolve shipment-related issues.
3. Generate reports on office supply usage, purchase updates, vehicle maintenance schedules, cost tracking, and other administrative processes for review by the Facilities Supervisor.
4. Support the development and implementation of administrative procedures to improve operational efficiency and ensure compliance with organizational standards.
5. Manage office key distribution, collection, and documentation, maintaining accurate logs and coordinating with Human Resources for key assignments during employee hiring and exiting interviews.
6. Schedule and coordinate vehicle maintenance, inspections, and repairs, ensuring all organizational vehicles are operational and compliant, while maintaining detailed records of vehicle use, mileage logs, fuel expenses, and service history.
7. Request fuel cards from MCN Travel Plaza, maintain accurate logs for fuel card distribution and check-outs, verify fuel purchases, and ensure accountability for fuel usage.
8. Manage vehicle keys and maintain a shared vehicle scheduling calendar to ensure vehicles are available and requests are efficiently tracked and fulfilled.
9. Collaborate with Muscogee (Creek) Nation's Risk Management Department to ensure proper vehicle insurance coverage, address claims, and facilitate insurance-related vehicle repairs.
10. Assist in coordinating the disposal of surplus office equipment, furniture, and outdated vehicles, ensuring compliance with organizational policies and directives from the Facilities Supervisor.
11. Serve as a primary point of contact between the Facilities Supervisor, Inventory Specialist, janitors, and maintenance technicians to facilitate seamless communication, workflow coordination, and issue resolution.
12. Communicate regularly with janitors and maintenance staff to relay work orders, track task progress, address equipment and supply needs, and ensure timely resolution of operational concerns.
13. Support the Inventory Specialist in managing documentation, verifying records, and addressing discrepancies.
14. Collaborate with the Executive Secretary to coordinate internal and external campus events, ensuring proper setup and breakdown of tables, chairs, and other logistical requirements.
15. Update and monitor tickets on CMN's Help Desk system, ensuring tasks are accurately documented, tracked, assigned to appropriate team members, and resolved in a timely manner.
16. Coordinate with Accounting staff to monitor and track open purchase orders, ensuring accurate documentation, timely processing, and effective follow-up on outstanding items.
17. Oversee the shut-off and activation of utilities (e.g., water, electricity, gas) for campus buildings as needed, ensuring minimal disruption to operations and compliance with safety protocols.
18. Collaborate with the Housing Manager to coordinate maintenance, repairs, and inspections of student dormitories, ensuring dorm rooms are properly prepared for move-ins, move-outs, and emergency repairs.
19. Work with Security staff to address emergency management protocols, including fire alarms, storm shelter occupancy, and other building-related safety and operational needs.
20. Communicate effectively with other departments to address administrative requests, operational needs, and cross-departmental coordination.
21. Operate effectively in a multicultural and Native American environment, demonstrating respect, cultural sensitivity, and professionalism in all interactions.
22. Perform additional tasks and responsibilities as assigned by the Facilities Supervisor or based on departmental needs.

Qualifications

Job Specifications:

1.   Minimum Requirements – Associates Degree and advanced electronic office administration experience required. Proficient in Microsoft Excel, Word, and PowerPoint, adding machine/calculator, copy machine, fax machine, telephone.

2.   Preferred Requirements – Tribal College experience. 

3.   Special Considerations – Ability to speak the Muscogee (Creek) language is preferable but not a requirement.  Native American and Veteran preference.

Licensure (if appropriate): Valid Driver’s License.