Senior Administrative Assistant, Facilities Services

Position Summary

The Senior Administrative Assistant is responsible for providing administrative support and demonstrating excellence in customer service to all who contact the Facilities Service Department.

Essential Functions :

The Senior Administrative Assistants in Facilities Services are responsible for delivering prompt, professional office reception and general administrative support to the department, appropriate department staff, and all individuals who contact Facilities Services.

The following job functions may be shared between office staff or assigned to a specific Senior Administrative Assistant to complete.

Those functions include but are not limited to the following :

Responsible for data collection and entry into various programs for department and campus use. Compile and record utility cost data to process payments.

Enter data in appropriate system(s) for project tracking, or to monitor usage and costs.

• Maintain documentation on payments to process against purchase orders. Process requisitions, change orders, project tax exemption requests, purchase orders, invoices, and payment vouchers according to established department and university procedures,
• Monitor the department’s email account and respond to or forward requests as appropriate.
• Participate in departmental cross-training and support fellow team members in completing administrative work.
• Scan documents for work orders or jobs as appropriate. Create and maintain Electronic filing of project information including costs, drawings, invoices, purchase orders, etc.
• Serve as backup and assist with issuing campus keys to appropriate individuals following established procedures.
• Perform additional job-related duties as assigned or as appropriate.

Required Qualifications :

• High School Diploma, GED, or equivalent.
• Prior related experience is required.
• Demonstrated effective communication, interpersonal, and customer service skills.
• Proven ability to work effectively independently and as part of a team.

Preferred Qualifications :

• Experience in A / P, A / R, or general accounting / bookkeeping.
• Experience with Microsoft Word and Excel.
• Ability to adapt to changing environments and manage multiple priorities with accuracy.

Full-time, Hourly, Mon-Fri

Background Check Required