"Administrative Assistant - Department of Facilities Management"

Administrative Assistant - Department of Facilities Management

The University of Evansville’s Facilities Management and Planning department is seeking a full-time Administrative Assistant to provide critical support for daily office operations. This position ensures that key processes, such as key checkout, scheduling, and invoice tracking, are handled accurately, courteously, and in a timely manner. The Administrative Assistant will be a key point of contact for students, employees, visitors, and contractors, delivering excellent customer service while supporting the Associate Vice President for Facilities Management and Operations and the Facilities leadership team.

Key Responsibilities

• Assist with essential office operations to provide informed customer service, high-quality solutions, and consistent, reliable results.
• Greet and assist visitors, monitor access, and respond to inquiries in person, by phone, and via email.
• Manage secure key control, including issuing, tracking, and returning campus keys in compliance with University policies.
• Maintain the Facilities calendar and public folders, working with OTS to ensure proper access for staff.
• Process invoices for payment, including campus utility bills, following established approval and recordkeeping procedures. Track purchase orders, prepare check requests, and order office supplies.
• Provide administrative support for campus rental/leasing programs, including lease agreements, payments, deposits, and coordination of check-in/check-out processes.
• Assist with special projects and provide support in other areas as needed to contribute to the department’s success.

Knowledge, Skills, and Abilities

• Ability to work in a fast-paced, customer-focused, team environment.
• Strong communication skills and the ability to build effective working relationships with faculty, staff, students, contractors, and the public.
• Skilled in managing multiple tasks, maintaining organization, and adapting to changing priorities.
• Capable of exercising sound judgment, handling sensitive and confidential information, and remaining professional under pressure.
• Competent in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) with intermediate proficiency.

Qualifications

• High school diploma or equivalent required; at least two years of college coursework or equivalent education/experience preferred.
• Minimum two years of administrative or customer service experience in a professional environment.
• Experience with budgets, contracts, and agreements preferred.
• Valid driver’s license and driving record sufficient to maintain certification to operate University vehicles.

Schedule: Monday–Friday, 7:00 AM–4:00 PM, with occasional flexibility for additional coverage. Work takes place primarily in an office environment, with occasional walking between buildings and lifting of up to 20 pounds.

How to Apply:

Interested candidates should submit a resume, cover letter, and references via the University of Evansville’s employment portal: http://www.evansville.edu/offices/hr/employmentApp.cfm

The University of Evansville expects all members of its community to treat each other with respect and civility. Harassing behaviors directed towards any member of our community will not be tolerated. As part of its commitment to non-discrimination, the University specifically prohibits harassment based on any other characteristics set forth in its nondiscrimination statement as follows: including race, color, gender, gender identity and expression, sexual orientation, creed or religion, national origin, age, disability, veteran status and all federally protected groups/classes. Any form of harassment undermines the mission of the University and negatively impacts the University community as a whole.