Administrative Support Specialist for Facilities and Planning

About the role

Join our team as an Administrative Support Specialist in Facilities & Planning and help drive the operational excellence that keeps our campus running smoothly. The Administrative Support Specialist serves as a key operational and administrative partner to the Facilities & Planning Department, supporting the Assistant Vice President, Facilities leadership, and departmental administrative staff. In this role, you’ll provide high-level administrative and project support while helping coordinate the day-to-day functions that support campus operations, construction projects, and departmental initiatives. You’ll work collaboratively across teams to manage project documentation, support financial monitoring activities, coordinate meetings and vendor access, prepare operational notices, and assist with data analysis and reporting. This position requires initiative, independent judgment, and the ability to manage multiple priorities in a dynamic environment.

Responsibilities

• Coordinate administrative and operational activities for Facilities & Planning leadership
• Manage project documentation, correspondence, and records
• Assist with data retrieval, analysis, and reporting activities
• Support financial monitoring and project tracking efforts
• Organize meetings and coordinate vendor access for projects and campus operations
• Prepare notices and communications related to facilities projects and operational activities
• Collaborate with departmental staff to support ongoing initiatives and special projects

Requirements

• Highly organized with exceptional attention to detail
• Strong communicator with excellent written and verbal communication skills
• Comfortable managing multiple priorities and meeting deadlines in a fast-paced environment
• Adaptable and able to shift focus when urgent matters arise
• Skilled at exercising sound judgment and handling confidential information with discretion
• Ability to work independently while collaborating effectively with diverse stakeholders
• Proactive, resourceful, and motivated to support operational excellence

Qualifications

• Associate’s degree and three (3) years of related experience required; or an equivalent combination of education and experience
• Proficient with Microsoft Office applications, including Word, Excel, PowerPoint, Project, and Visio