Qualifications
- 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
- 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
- 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
Responsibilities
- This position performs varied administrative work supporting the facility’s operation
- 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
- Prepare information for the Annual Endowment Report