Administrative Assistant, Facilities

Description

Summary:

This position performs varied administrative work supporting the facility's operation. It requires excellent office operations skills, including a strong aptitude for professional communication and organizational abilities. The position demands the ability to multitask in an active environment and proficiency in Microsoft Office applications. The candidate should possess at least five years of experience as an administrative assistant or have capabilities commensurate with this expectation.   

Essential Duties and Responsibilities:

· Primary contact for urgent communication through the campus monitoring system (outside contractor).  Receives emergency calls and responds per proper protocol—Notifies monitoring system of scheduled power outages, necessary holds on system, etc.

· Responsible for direct contact and notification to faculty, dorm deans, and school departments regarding scheduled work, disruption of service, or planned outages in all buildings and faculty homes.

· Coordinates and schedules routine service work with outside vendors, e.g., JC Ehrlich, Teleplus, Rowe Sprinkler, TK Elevator, etc. and provides notification school-wide.

· Pays approved invoices via the school purchasing card.

· Performs various administrative duties including, but not limited to: greeting visitors, vendors, contractors in person and telephonically and directing them as needed; maintain office files; maintain daily calendar for the director; maintain monthly leave calendar for Facility Dept. employees; handles incoming and outgoing mail duties; performs inventory control for office supplies and equipment and purchases as needed; and ordering T shirts for facility and housekeeping employees.

· Performs Office Assistant duties, as needed.

· Process approved invoices to accounts payable weekly. Then file the invoices electronically. 

· Maintain key cabinet – Fobs/Keys.

· Maintain fuel purchases in the Fuel Cloud software.

· Coordinate the emptying of recycling and scrap metal containers.

· Coordinate faculty moves with Human Resources. This involves calling moving and utility 

companies.

· Prepare information for the Annual Endowment Report.

Knowledge, Skills and Abilities:

· Excellent interpersonal skills and ability to work with a diverse variety of customers.

· Exceptional organizational skills with high attention to detail.

· Strong grammar and communication skills.

· Self starter with ability to multi-task.

· Ability to work efficiently with multiple interruptions.

Requirements:

· High school graduate.

· A minimum of five years administrative office experience.  

· Knowledge and ability to use various office equipment such as multi-use copier, multi-line phone set, fax machine, etc.

· Proficiency in Microsoft Office Suite and/or Google Suite platform