Job Description

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

1. Administrative Support & 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.
2. Policy & 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.
3. Work Order & 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.
4. Purchasing & 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.
5. Event & 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.
6. Rotation Scheduling
   • Maintains and updates rotation schedules for campus-wide replacements (e.g., carpet, furniture, mattresses, paint).
7. 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.
8. 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.