Summary of Position
The Administrative Assistant plays a key role in supporting the Facilities Department by managing daily operations, organizing information, and ensuring clear communication and follow-through on tasks and projects. This is a nonexempt position.
Accountability
Reports to Facilities Manager
Responsibilities
Administrative Support and Scheduling
Provides direct administrative support to the Facilities Leadership Team.
Coordinates meetings, inspections, and vendor appointments, including calendar invites and room scheduling.
Maintains and updates work, project, and preventative maintenance schedules.
Prepares reports and operational schedules to support department planning.
Attends departmental meetings (e.g., Supervisor and Residential Monthly Meetings), takes minutes, and assists with Facilities-related communications.
Policy and File Management
Maintains department policies and procedures in PolicyTech.
Assists in organizing inspection records, compliance documentation, and safety reports.
Maintains organized files, including correspondence, purchase records, bids, and legal documents.
Work Order and Request Management
Manages the Requisition (RQ) process: prioritizes requests, creates work orders, and communicates status updates.
Inputs and updates data in department systems related to work orders and project tracking.
Purchasing and Vendor Coordination
Coordinates online and phone orders for Facilities.
Tracks inventory of maintenance and office supplies; restocks or notifies the appropriate staff as needed.
Communicates with vendors to confirm product availability, pricing, and delivery timelines.
Works with Accounting to ensure accurate invoice processing, coding, and resolution of items.
Submits and tracks invoices through PaperSave for proper routing and approval.
Event and Project Support
Prepares surplus property for the annual campus auction (inventorying, numbering, and coordination with the Thrift Store and bidders).
Supports Facilities logistics for annual events such as the Powwow, including staff scheduling, transportation coordination, and day-of setup.
Rotation Scheduling
Maintains and updates rotation schedules for campus-wide replacements (e.g., carpet, furniture, mattresses, paint).
Department Communication and Support
Serves as a point of contact for internal and external Facilities inquiries; relays physical plant issues and routes service calls.
Provides backup support for campus key distribution and guest housing coordination.
Other Duties
Performs other responsibilities as assigned by the Facilities Manager.
Qualifications
High school diploma required; related degree and experience preferred
Strong interpersonal, organizational, and communication skills.
Proficient in Microsoft Word and Excel; ability to learn systems and tools.
Maintains confidentiality and professionalism in all interactions and record-keeping.
Physical Demands
Uses both hands and wrists repetitively for prolonged periods.
Driving is required.
Some supervision may require standing for prolonged periods.
Expectations of Hours Worked
At least 40 hours/week.
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