Administrative Assistant, Facilities Administration

Position Summary

Provides administrative and project based support to the Facilities department including clerical, receptionist, and project based work.

Essential Job Functions

• Provide administrative support including but not limited to answering telephones, updating database information and creating correspondence to respond to requests.
• Serve as administrative support to the Facilities Manager and support other members of the facilities leadership staff in an effort to assist them in achieving their goals.
• Intake and respond to requests for internal or external maintenance assistance. Record monthly issues and receipts for inventory and purchases.
• Complete purchase orders using program and excel data entry system. Maintain accurate inventory and purchase reports.
• Monitor and trace department expenses, process invoices, create reports, as requested.
• Support departmental and UWH-wide initiatives.
• Demonstrate regular and reliable attendance, adhering to assigned schedule and utilizing electronic time management system.

Non-Essential Job Functions

• Support other divisions and administrative assistants, as requested.
• Attend meetings and take minutes to distribute, as assigned.
• Participate in organizational planning and/or attend special events.
• Communicate and appropriately act on behalf of the manager when necessary.

Education and Experience

• High School Diploma or GED equivalent required.
• Associate’s degree preferred.
• Minimum 3 years administrative assistant experience required.
• Strong organizational and project coordination skills.
• Exceptional written and verbal communication skills.
• Proficiency in Microsoft Office and collaboration platforms.
• Demonstrated ability to operate and problem-solve independently with limited supervision.

Computer Skills

• Minimum advanced user of MS Office: Word, Excel, PowerPoint and Outlook.
• Internet research savvy.

Certificates & Licenses

• Complete and pass DMV background check, to operate company issued vehicles.

Competency Statement(s)

• Quality: Able to provide high quality customer service while consistently seeking ways to improve outcomes and enhance department service.
• Professional and Accountable: Demonstrates commitment to the position and accepts responsibility for personal actions.
• Values: Able to demonstrate commitment to the Unity core values.

Work Environment & Physical Requirements

• Activity Frequency: Inside Work C
• Outside Work O
• Use of Hands/Fingers C
• Lifting / Carry: 20 Max lbs O
• Reach: Overhead and Forward O
• Climb - Stairs/Ladders O
• Sitting/Workstation C
• Traveling outside campus O
• Exposure to Hazards N/A
• Excessive Noise O
• Exposure to Temperatures N/A
• Operate Computer C
• Talk/Communicate C
• Operate Company Vehicles O
• Sitting/Walking O
• Stoop/Kneel/Crouch/Crawl N/A
• Read/See C
• Operating Company Equipment: Copier, Shredder, PC, Handheld Electronic Devices C
• Personal Protective Equipment N/A N/A