Administrative Assistant for Facilities (Finance)

Administrative:
Provide administrative support to the facilities director, assistant director and managers
Coordinate the customer service inquiries and requests for service
Maintain a good working relationship with internal and external campus partners
Answer incoming calls and schedules appointments and meetings for the director and assistant
Assist the management in the development and scheduling of staff development and training
Develop weekly departmental agendas, documents and distributes meeting minutes for both the facilities management team and the weekly auxiliary services meetings
Work with the human resources department to facilitate communication for department staff regarding policies and procedures
Supervise, schedule and train student workers for facilities office
Reconcile and process PNC credit card statements with receipts and substantiation forms
Oversee onboarding/offboarding office needs by submitting work orders and providing timely updates to managers
Coordinate weekly invoicing for manager approval and senior management sign off prior to submittal to the accounting office for processing
Maintain department employee data base/update department phone roster
Work with business office to resolve billing/payment discrepancies
Assist the director and assistant in preparation of materials for presentations
Develop and maintain the facilities department portal page
Trouble shoot minor malfunctions with fax, copier, computers, and printers. Replace consumables.
Acquisition of departmental supplies and equipment
Perform other duties as assigned
Asset Essentials Work Order Duties:
Assign and instruct new staff on operating procedures for Asset Essentials software and aids existing staff on software concerns
Review work order requests on a daily basis; approves and distribute to the department manager for assignment
Administer access control and provides direction to the faculty, staff and students to the work order system as needed
Serve as the customer service representative for end user inquiries on work order status
Monitor work order status and provides managers strategic information regarding status
Foster and coordinate weekly meetings between representatives of facilities, auxiliary services and housing staff to provide walkthroughs to ensure appropriate care and maintenance.
Coordinate with Asset Essentials and the Carroll staff for the facilities software requirements
Qualifications:
Education:
High School Diploma required
Bachelors degree preferred
Minimum of three years administrative experience
Experience in Word, Excel, and PowerPoint
Human Relation Skills:
Ability to establish and maintain effective working relationships with diverse constituencies
Ability to work effectively with people regardless of their age, gender, race, sexual orientation, ethnicity, religion, ability, socio-economic background, or job type.
Strong written and communication skills
Ability to multitask and set priorities
Candidates must be willing and able to support and advance the University mission and ethos.