Senior Administrative Assistant

Description

Summary / Purpose :

Under the general supervision of the Assistant Vice President of Facilities, the Senior Administrative Assistant is responsible for providing a wide variety of support to the facilities team.

The individual will provide various administrative services such as budget tracking, scheduling, record keeping, billing, purchase orders, task orders, budget preparation and payment tracking to vendors.

This position is a 12 month full-time on campus position.

Essential Job Functions / Primary Responsibilities :

Assists in developing department as well as individual budgets and project cost tracking throughout the fiscal year.

Answers phone inquiries and route calls and maintenance requests.

Prepares meeting agendas, schedules meetings and maintains minutes for weekly / monthly Facilities meetings.

Assists in purchase requisition and order processing.

Reconciles all credit card purchases.

Assist team members with college-wide communications and maintenance of the Facilities page of the UB website via the communications department.

Screen and distribute incoming mail and correspondence.

Prepares and edits correspondence, communications, presentations and other documents.

Maintains office supplies and manages office procedures.

Interacts with individuals at all levels of the organization to exchange information as needed.

Conducts all work in a safe manner and all work safety practices are followed.

Other responsibilities as assigned.

Other Functions :

Performs similar or related work as required, directed or as situation dictates.

Continues professional development and training; keeps current with trends.

Assists other department staff as needed to promote a team effort.

Qualifications

QUALIFICATIONS :

A minimum of a High School Diploma is required; Associate degree preferred.

2+ years administrative or lead secretarial experience required.

Basic knowledge of budgeting and cost tracking.

Ability to maintain confidentiality of the office.

Proficient with Microsoft Office Suite including Microsoft Word, Publisher, Excel, Access & PowerPoint. Familiar with setting up Zoom / Team calls.

Strong oral, written, and interpersonal skills to effectively deal with a variety of individuals through the organization.

Good organizational and analytical skills.

Ability to carry out program policies with minimal supervision; knowledge of UB policies and procedures preferred.

Ability to establish complex records and files, to assemble and organize data and information and to prepare reports from such materials.

Ability to follow-up, follow-through, multi-task, set priorities and adhere to deadlines.

Strong team player orientation.

Physical and Mental Requirements :

Work Environment

None

Under 1 / 3

1 / 3 to 2 / 3

Over 2 / 3

Outdoor Weather Conditions

Work with fumes or airborne particles

Work near moving mechanical parts

Risk of electrical shock

Vibration

Physical Activity

None

Under 1 / 3

1 / 3 to 2 / 3

Over 2 / 3

Standing

Walking

Sitting

Talking & Hearing

Using hands / fingers to handle / feel

Climbing or balancing

Bending, pulling, pushing

Driving

Lifting Requirements

None

Under 1 / 3

1 / 3 to 2 / 3

Over 2 / 3

Up to 10 pounds

Up to 25 pounds

Up to 50 pounds

Up to 75 pounds

Up to 100 pounds

Over 100 pounds

Vision requirements :

Close vision ( clear vision at 20 inches or less)

Distance vision ( clear vision at 20 feet or more)

Color vision ( ability to identify and distinguish colors)

Peripheral vision ( ability to observe an area that can be seen up and down or

left and right while the eyes are fixed on a given point)

Depth perception ( three-dimensional vision, ability to judge distances and

spatial relationships)

X No special vision requirements

This job description does not constitute an employment agreement between the employer and employee. It is used as a guide for personnel actions and is subject to change by the employer as the needs of the employer and requirements of the job change.)

The University of Bridgeport provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, marital status, amnesty, or status as a covered veteran in accordance with applicable federal, state, and local laws.

The University of Bridgeport complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities.

This policy applies to all terms and conditions of employment, including, but not limited to, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.