Administrative Assistant - Facilities Services

Administrative Assistant - Facilities Services

Provide office support for the Facilities Services staff and complete essential functions that enable our team to provide exceptional customer service to the university.

Responsibilities

• Inventory and order general office supplies, business cards, medical / first aid supplies, as well as staff uniforms.
• Order special items for departments such as planning calendars, parts or tools on an ad hoc basis.
• Obtain quotes on the purchasing of large equipment and complete a requisition or purchase order.
• Assist the stockroom with maintaining needed inventory. Order stockroom inventory when needed and assist with check-in and inventory controls.
• Coordinate contracted services such as shredding (Shred Away) and first aid supplies (Cintas).
• Sort and distribute incoming mail.
• Assist with drafting communications sent within department, across departments, and university wide notifications.
• Provide initial troubleshooting for any computer / software or Workday related issue and escalate the issue to ITS or Finance Department when / if deemed necessary
• Act as appointed liaison with other campus partners
• Collect and process time sheets for contract employees (via Marketplace) on a weekly basis.
• Schedule meetings for Facilities staff as needed. Maintain updated schedule for conference rooms at Facilities and post as needed.
• Maintain information boards throughout facilities with pertinent information for the staff. Keep information updated on a weekly and monthly basis including Human Resources notifications, new employees listings, workplace anniversaries, upcoming campus events, etc.
• Maintain a Facilities phone list. Update periodically when new staff is brought in and distribute to the Facilities team. Maintain and update Facilities shared email account by adding / removing users with staff changes and send pertinent information to the team.
• Maintain accurate building supervisor list and distribute to the Facilities team.
• Manage Coffee Club program for Facilities.
• Be available to work on various campus committees from academic year to year such as Staff AC, Benefits Committee, etc. to ensure representation of Facilities Division.
• Work with picnic committee to organize and implement social events like our annual picnic.
• Coordinate, implement, and track periodic training for Risk Management team such as Defensive Driving, Van Safety, Golf Cart Safety, Hazardous Communication, Vulnerable Persons on Campus Policy via Vector Solutions. Assist with maintaining Pesticide Regulation License renewal annually.
• Work with Facilities departments and staff to keep the facilities web page updated including pertinent personnel changes at Facilities.
• Investigate and create social media accounts for Facilities that improve communications to various stakeholders on campus.
• Assist with filing and documenting information for staff including filing key forms for the Locksmith and updating monthly Electrical Reports (Generator and Emergency Lights)
• Assist with monitoring the work order system for new work requests and assigning them to the appropriate department. Assist visiting customer / guests with registration at guest portal and / or direct them as needed.
• Respond to customer requests that arrive via phone & email and direct them as needed according to established policies and procedures.
• Assist employees with recording and initiating accident reports. Provide backup assistance to the Risk Management Department. General support for members of the management team.
• Complete any annual compliance trainings such as Sexual Harassment Prevention, Title IX, Data Security Training, etc.
• Providing support may include managing and booking travel, meeting scheduling, and expense analysis.
• Communicate regularly with immediate supervisor, other department heads and university personnel to plan and coordinate activities, exchange information, and resolve problems.
• Maintain current knowledge of university policies and procedures.
• Completes University new employee orientation and sexual harassment training.
• Performs other related duties as assigned.