Administrative Assistant 2

About the role

The Administrative Assistant 2 in Facilities Management supports the efficient operation, maintenance, and support of quality facilities, grounds, and services at the University of San Diego. This role plays a crucial part in ensuring the smooth functioning of the university's operations while maintaining high standards of customer service.

Responsibilities

• Executes various administrative/clerical duties for Facilities Management, including office receptionist, customer service representative, disseminating information department wide, coordinating monthly safety trainings, special projects, dealing with sensitive issues and confidential matters, and various other activities related to the Facilities Management operation.
• Performs general office duties, serves as telephone/office receptionist, and provides support to the FM department as needed.
• Answeres incoming lines promptly and courteously, takes accurate messages.
• Processes large volume of maintenance work orders.
• Prints reports from Event Management System (EMS) & Computer Maintenance Management System (CMMS).
• Receives and processes maintenance work requests.
• Maintains and updates FM information boards as needed.
• Distributes department wide correspondence as needed.
• Provides problem resolution for customer inquiries/complaints.
• Greets visitors with excellent customer service, gives information, directions and/or instructions.
• Serves as liaison between facilities and internal/external customers.
• Receives, sorts, distributes, and sends mail and e-mail promptly and accurately.
• Maintains confidentiality.
• Receives special services phone calls and provides a high degree of customer service.
• Aids in creating and updating maintenance requests.
• Maintains readily accessible copies of all EH&S compliance documents, permits and records.
• Schedules work orders scheduled through CMMS system.
• Maintains accurate filing system.
• Other duties as assigned.

Requirements

• High school diploma or GED (General Education Diploma) equivalent and three years’ experience in an office/academic environment.
• Working knowledge of computers and current MS Office.
• Ability to operate photocopier, fax and scanning machine.
• Understanding and following oral and written instruction in English.
• Discretion when working with sensitive/confidential subjects/material.
• Excellent interpersonal skills including tact, diplomacy, flexibility, and ability to work with diverse personalities.
• Ability to assume responsibility, think clearly, logically, meet deadlines, and use sound judgment with frequent interruptions.
• Working knowledge of general office practices/procedures.
• Writing and communicating professionally including drafting formal business correspondence.
• General knowledge of accounting principles and practices.
• Understanding the importance of customer service and ability to follow-up as well as communicate to internal and external clients effectively.
• Skill to organize/prioritize work and manage time effectively with the flexibility to adapt to changing conditions.
• Ability to establish and maintain cooperative and effective work relationships with colleagues, staff, students, parents, and the general public.
• Ability to adapt to changing needs of department and learn new technology as needed in order to perform office support functions.
• Become familiar with and perform other administrative duties of the department and assist other department personnel, as directed.

Qualifications

• Driver’s license and may be required to drive University vehicles.
• Must be able to work assigned hours and may be required to work overtime and on weekends, as needed.
• Consistently follow safety practices appropriate to the job and comply with rules and regulations established by the University, state and federal agencies.

Skills

• Working knowledge of CMMS.

Benefits

The University of San Diego offers a very competitive benefits package including medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer.