Facilities Administrative Assistant

Job Description

Job Description

SUMMARY OF POSITION : The Administrative Assistant reports to the Director of Facilities and performs multiple support functions for the facilities department including processing and administration of procurement activities, development and processing of work orders and reports using computerized maintenance management systems, various forms of data entry, utility and energy utilization and billing, supply and materials monitoring and ordering, service contract administration and management, budget report development, and general administrative and support duties.

ESSENTIAL DUTIES / NON-ESSENTIAL DUTIES AND RESPONSIBILITIES :

Under limited supervision employee will perform office management and administrative support functions in support of the Facilities Department. Specific duties include but are not limited to :

• Monitors, reviews and processes financial transactions and procurement activities; assists the Director in assigning transactions to appropriate budget and alerts the Director of abnormalities. (15%)
• Orders office supplies and manages internal department inventory, assists facilities functional area supervisors with ordering of supplies and materials, receives and processes deliveries to the Facilities Department. (5%)
• Maintains accurate facilities records and data for (including but not limited to) construction and renovation projects, maintenance and deferred maintenance activities, utilities and outside service contracts. (5%)
• Administers and utilizes computerized maintenance management system / software including account administration, data entry, work order generation and routing, report generation, monitoring, and other related functions. (15%)
• Assists the Director with scheduling and arranging of meetings and other activities; transcribes and or records meetings and distributes notes and minutes as necessary. (5%)
• Manage multiple facility service contracts and vendors and ensure timely delivery of goods and services, processes associated requisitions, purchase orders, invoices, etc. (15%)
• Assists in orientation of new facilities employees, vendors, and contractors. Handles processes and files confidential information. (5%)
• Assists with the development and review of project information including specifications, drawings, project manuals, requests for proposals, solicitation and opening of bids, processing of submittals, payment requests, and records. (10%)
• Assists the Director of Facilities in establishing departmental procedures. Determines needs, prepares justification for and requisitions maintenance supplies / equipment. Plans, prepares, and monitors assigned budget areas. (5%)
• Answers and responds to calls and emails to the Facilities Department. Communicates and coordinates with college faculty, staff and administrators, utility providers, insurance providers, government and regulatory agencies to ensure facilities needs and expectations are satisfied. (15%)
• Perform other duties as assigned. (5%)

JOB QUALIFICATIONS :

MINIMUM QUALIFICATIONS : Ability to understand and follow oral and written instruction. Must have the ability to lift 25lbs and be able to frequently walk, the campus area. Must have data entry and typing skills and experience. Valid driver's license required.

PREFERRED QUALIFICATIONS : Associates degree in a related field and a minimum of 4 years of related experience or high school diploma and a minimum of 6 years of related experience. Ability to understand and follow oral and written instruction. Campus facilities experience in a higher education environment and / or project management experience is preferred.

KNOWLEDGE, SKILLS, AND ABILITIES : Applicant should have knowledge and experience in facility maintenance and / or construction project management. Must have a good work ethic, positive attitude, professional appearance. Ability to communicate efficiently with other faculty and staff and administration and leadership. Experience with School Dude or similar CMMS. Experience with Microsoft Office product suite.

GUIDELINES AND SUPERVISION : The employee will perform assigned duties under limited supervision from the Director of Facilities; may be expected to occasionally supervise and assign work and tasks to student interns assisting in facilities administrative duties.

SPECIAL CONSIDERATIONS : This position is considered essential personnel and may be required to work during adverse weather conditions and other emergency situations to support facilities operations.

Work Schedule : ☒Onsite ☐Hybrid ☐Remote

Hours : M-Th, 8am–5pm; F, 8am – 1pm

Licenses : Driver's License

DISCLAIMER : The preceding job description has been designed to indicate the general nature and essential duties and responsibilities of work performed by employees within this classification. It may not contain a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to do this job.

We believe that a diverse faculty and staff are essential to achieving academic excellence; thus, we strongly encourage applications from candidates from all racial, ethnic, and cultural backgrounds.