Administrative Assistant for Environmental Services

College of the Holy Cross

Full Time
JREQ-000511

At Holy Cross, we are focused on creating a world-class workforce by attracting and retaining employees dedicated to fostering a culture of professionalism, pride, mutual trust, and respect-one that values appreciation and recognition, empowering each of us to flourish both individually and collectively. We seek candidates who are inspired by our mission and values, and who are eager to make a meaningful difference on our campus.

The Environmental Services Administrative Assistant reports to the Senior Associate Director of Facilities Operations for Environmental Services and provides a wide range of administrative, operational, and programmatic functions including: record keeping, materials and services orders, invoice processing, interdepartmental communications, payroll timekeeping, work order entry, and additional support to Work Control/Facilities as needed to ensure efficient management of Environmental Services and Facilities.

Major Areas of Responsibility

• Establishes, organizes and maintains department files and filing systems; classifies, sorts, records, and files correspondence, invoices and other documents.
• Performs timekeeping overview and file maintenance for weekly payroll.
• Maintains department databases and/or spreadsheets by entering information from source documents.
• Responds to all departmental phone, two-way radio and email inquiries.
• Provide general reception, administrative and work control support as needed to Facilities.
• Greets and directs vendors, visitors and staff in a friendly and professional manner.
• Responds to requests in a timely manner and provides clear and accurate information within scope of knowledge and authority.
• Process applicable vendor payments with all needed supporting documentation and approvals in a timely manner.
• Drafts and prepares correspondence and documents according to quality standards. Proofreads and edits materials for grammar, punctuation and spelling. Compiles and distributes reports and other information as needed.
• Schedules appointments and meetings and maintains calendars and schedules for assigned staff.
• Assists in preparation for conferences, seminars and other department sponsored programs or events.
• Provide accurate information to employees in a reasonable amount of time.
• Use the Workday system to ensure proper payment of vendors and accurate records of weekly pay of all employees.
• Manage office supply inventories.
• Perform other similar and related duties as requested or required

Skills and Competencies

• Strong organizational skills with the ability to communicate effectively verbally and in writing to a diverse range of individuals
• Excellent customer service skills and computer proficiency in Microsoft Office, email, and Excel
• Familiarity with the Google platform and Workday timekeeping software is desired
• Ability to multitask and meet goals in a fast-paced and dynamic environment
• Willingness to learn, research, and promote new administrative processes and improvements

Minimum Qualifications

• High School Diploma or equivalent
• 1-3 years related work experience required
• Strong organizational skills, ability to communicate effectively verbally and in writing to a diverse range of individuals, including all levels of employees.
• Excellent customer service skills and computer proficiency of Microsoft Office, email and Excel. Familiarity with the Google platform and timekeeping software is desired.
• Ability to multitask and meet goals in a fast paced and dynamic environment.
• Willingness to learn, research and promote new administrative processes and improvements.

The hourly range for this position is $21.50 - $23.00/hour.

Weekly Hours: 40

Application Instructions

For all administrative and academic positions, please upload a current resume and cover letter. In your cover letter, please reflect on how your professional and personal values align with the Mission of the College.

Applications will be accepted until the position is filled. However, priority consideration will be given to applications submitted within 30 days of the posting date.