The Facilities Administrative Assistant (FAA) will serve as primary administrative support for the Facilities Manager. Implements and manages ongoing daily office communication, scheduling, office operations and committee event activities for the Facilities Department. The FAA will provide support by serving as a highly functional, informed, courteous and efficient communication liaison between the Facilities Department and all internal and external communities of interest. The FAA must be able to multi-task and be flexible enough to function in an environment of frequently changing priorities and complete tasks in a timely manner. The FAA will also provide support in small and seasonal projects as needed. The FAA will supervise work study students on work assignments.
Job Duties and Accountabilities:
35% - Administrative Duties
Provide Administrative Support to Facilities Manager including maintaining Outlook calendar. Coordinate meetings with Manager and Facilities Staff and/or with outside vendors. Assist in the interviewing and screening process for new staff within department. Provide general support to Facilities Department as needed including correspondence, faxing, copying, and vendor contact. Ensure that all documents, invoices, and miscellaneous information that apply to Facilities are placed in appropriate filing locations. Work routinely with highly sensitive information and ensure process and standards are followed to protect confidentiality. Track department staff project list to ensure timely services are provided to University Community and goals are met. Order supplies and maintain a Facilities inventory supply list. Supervise work of student(s) assigned to the Facilities Department and coordinate their work assignments. Oversee Facilities Department webpage, updating as needed or directed. Work closely with Facilities Manager in overseeing the BMC work order system by accessing, assigning, and working with Engineering to complete all work requests in a timely manner. Research and other special projects as needed. Provide backup for the positions of the Facilities Coordinator and Health Education Center Coordinator, assuming the responsibilities of that position as necessary in the absence of the incumbent.
35% - Project Assistance, Coordination, and Budget Tracking
Project Assistance: Contact vendors to obtain project proposals, and coordinate with staff and vendors to schedule work. Prepare reports on project status for Facilities Department. Act as internal liaison for project needs such as interactions with project team members on execution of projects. Provide oversight to vendors and ensure accuracy of service invoices. Assist with the coordination of seasonal projects such as summer and winter project to assure that campuses are well maintained.
Project Coordination: Coordinate and manage projects for all Facilities staff and as assigned by Facilities Manager.
Budget Tracking: Support Facilities Department in keeping account of all money spent on specific projects and PERs and/or CERs. Maintain detailed electronic spreadsheets containing current budget. Obtain and keep record of quotes from vendors on projects. Track and process monthly expense reports for the Manager.
10% - Parking
Order parking passes, and maintain passes and distribution records. Respond to departmental parking pass requests. Complete monthly Parking Report to reflect distribution of passes and send report to Accounting at the end of each month. Coordinate with ABSMC’s Parking and Security Departments to provide parking for after-hours events.
10% - Invoice and Bill Coding
Assign appropriate cost codes for all monthly invoices. Ensure that invoices are signed by Facilities Manager, copied for Facilities Department files, and route originals to Accounts Payable for payment. Assist with development and maintenance of project and departmental budgets.
5% - Timecards
Review all staff and student timecards for accuracy and ensure they are signed by Facilities Manager and copied for files. Submit timecards to appropriate location by due dates. In the absence of the Facilities Manager, prepare timecards for signature by CFO.
5% - Other duties as assigned
Skills and Abilities:
• Ability to represent Samuel Merritt University professionally and responsibly to the public and University community.
• Critical thinking and problem solving ability.
• Skills in writing concise, logical and grammatically correct materials including mastery in editing documents.
• Compose correspondence and reports and have expert editing skills.
• Exceptional attention to detail.
• Discretion, problem solving skills, and ability to work as a team player.
• Ability to function in an atmosphere of frequently changing priorities and multitasking.
• Must demonstrate high levels of organizational skill and project initiative.
• Knowledge of Microsoft Office Professional 2003, Excel, PowerPoint, telephone systems, fax, calculators, and miscellaneous office equipment.
Education and/or Experience:
• AA in Business or four years of related experience and/or training; or equivalent combination of education and experience.
• Ability to use hands to finger, handle, or feel
• Ability to walk
• Ability to reach with hands and arms; and stoop, kneel, crouch, or crawl
• Ability to occasionally lift up to 20 pounds.
The University has an institution-wide commitment to diversity, equity and inclusion. We strive to build a welcoming and supportive campus environment, and acknowledge that diversity is an educational imperative to achieve excellence.