"Administrative Assistant for Facilities"

Administrative Assistant for Facilities

Location 100 N East Ave, Waukesha, WI, 53186, United States

Job Category Physical Plant, Staff

Employee Type Support Staff

Description

Administrative:

• Provide administrative support to the facilities director, assistant director and managers
• Coordinate the customer service inquiries and requests for service
• Maintain a good working relationship with internal and external campus partners
• Answer incoming calls and schedules appointments and meetings for the director and assistant
• Assist the management in the development and scheduling of staff development and training
• Develop weekly departmental agendas, documents and distributes meeting minutes for both the facilities management team and the weekly auxiliary services meetings
• Work with the human resources department to facilitate communication for department staff regarding policies and procedures
• Supervise, schedule and train student workers for facilities office
• Reconcile and process PNC credit card statements with receipts and substantiation forms
• Oversee onboarding/offboarding office needs by submitting work orders and providing timely updates to managers
• Coordinate weekly invoicing for manager approval and senior management sign off prior to submittal to the accounting office for processing
• Maintain department employee data base/update department phone roster
• Work with business office to resolve billing/payment discrepancies
• Assist the director and assistant in preparation of materials for presentations
• Develop and maintain the facilities department portal page
• Trouble shoot minor malfunctions with fax, copier, computers, and printers. Replace consumables.
• Acquisition of departmental supplies and equipment
• Perform other duties as assigned

Asset Essentials Work Order Duties:

• Assign and instruct new staff on operating procedures for Asset Essentials software and aids existing staff on software concerns
• Review work order requests on a daily basis; approves and distribute to the department manager for assignment
• Administer access control and provides direction to the faculty, staff and students to the work order system as needed
• Serve as the customer service representative for end user inquiries on work order status
• Monitor work order status and provides managers strategic information regarding status
• Foster and coordinate weekly meetings between representatives of facilities, auxiliary services and housing staff to provide walkthroughs to ensure appropriate care and maintenance.
• Coordinate with Asset Essentials and the Carroll staff for the facilities software requirements

Qualifications:

Education:

• High School Diploma required
• Bachelor's degree preferred
• Minimum of three years' administrative experience
• Experience in Word, Excel, and PowerPoint

Human Relation Skills:

• Ability to establish and maintain effective working relationships with diverse constituencies
• Ability to work effectively with people regardless of their age, gender, race, sexual orientation, ethnicity, religion, ability, socio-economic background, or job type.
• Strong written and communication skills
• Ability to multitask and set priorities
• Candidates must be willing and able to support and advance the University mission and ethos.

Requirements: Please submit a cover letter and resume for this position along with this electronic application.

Candidates must be willing and able to support and advance the University mission.

To apply, please visit: https://secure4.saashr.com/ta/6153588.careers?showjob=822361088