Administrative Support Specialist

Administrative Support Specialist

Company:
Fayetteville State University

Job Location:
Fayetteville, 28301

Category:
Other Administrative Positions

Type:
Full-Time

Position Number: 001671

Time Limited Position:
No

Number of Vacancies:
1

Department: Facilities Management

Posting Number: 0402623

Primary Purpose of the Organization:

The Department of Facilities Management functions to design, conduct, maintain, and operate the physical facilities of the University. The number one objective of the department is to provide and maintain facilities that will enhance and support the mission and academic goals of the University. Our approach is centered upon providing a superior level of customer service. The Department is one of several units that fall under the responsibility of the Division of Enterprise Operations. The department is managed by the Associate Vice Chancellor of Facilities Management (University Architect/Engineer) and operates with the Director of Administration & Budget, Director of Planning, Design & Construction, and Director of Operations.

Primary Purpose of the Position:

The purpose of the position is to provide business, fiscal, and administrative functions to work closely with and support the Planning and Construction Unit in the Facilities Management department. Business needs will vary and may include customer service, contract coordination, contract management, tracking invoices, and reporting. The position applies sound office and administrative principles and practices. Work may include answering the phone and responding to walk-in customers, distributing incoming mail, recording, filing, and forwarding appropriate invoices, maintaining an administrative activity log, managing office supply inventory, and performing routine filing tasks. The position will serve as a team member of the Facilities Management Department, assisting in various capacities and reporting directly to the Director of Administration & Budget. The position also serves as a backup support for Operations and Maintenance activities. These tasks may include, but are not limited to, office management duties such as recording all incoming invoices, maintaining master calendars, scheduling appointments, editing reports, and entering budgets and financial records.

Minimum Education and Experience Requirements:

High school diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.

Knowledge skills and abilities:

Communication-Verbal:

Contact with the public, faculty, staff, and students. Public may include architects, engineers, manufacturing vendors, and representatives from State agencies or other Universities. Receive inquiries in person or via phone, schedule appointments, and disseminate information to appropriate staff or other campus units.

Communication-Written:

Must independently compose and edit the following: 1) cover memos for contract distribution/approval. 2) Vendor agreements (including designer agreements) , letters of selection/rejection, notice to proceed letters, award letters, etc. 3) contracts for repair/maintenance, procurement contracts, bid documents, bid tabulations. 4) other documents as required that may be legal in nature

Office Technology:

Must be able to use a variety office equipment and information systems, i.e. telephone, computer with Microsoft Office (Access, Outlook, Word, Excel, Power Point, etc.) copier, printer, etc. Operates and performs tasks to maintain equipment with a general understanding of its capabilities. Must be able to perform tasks in University financial systems (Banner, Bronco eBuy) as required.

Work Coordination:

Coordinate tasks and establish priorities in response to changing needs and workflow. Conduct follow-ups on high-priority items with appropriate staff members to meet established deadlines. Prepare and distribute incoming and outgoing mail. Log incoming and outgoing invoices, pay applications, change orders, amendments, field orders, budget transfers, proposals, and contracts. Monitor all incoming documents for possible delays and alert appropriate staff. Work directly with other campus units (i.e., Purchasing, Accounting, Accounts Payable) to ensure proper workflow and approvals.

Problem Solving:

Assesses problems and offers potential solutions that may require independent research and review of University policy and procedures. Take initiative in judging problems and carry out resolutions based on delegated authority.

Knowledge-Program:

Serve as primary or secondary administrative assistant to Associate Vice Chancellor, Director of Administration/Budget, and/or Director of Planning & Construction... with other support functions to Environmental Health & Safety, Space Planning, and Sustainability/Energy Management. This position requires knowledge of the programs that it supports and how the units interface with other departments. Knowledge of maintenance and operating procedures as well as UNC capital project guidelines, is required.

Information/Records Administration:

Receive, record, and distribute all incoming contract documents. Compile and organize information from various sources to develop status reports for departmental managers.

Budgeting:

Monitors and reconciles departmental or program budget and tracks Facilities Management expenditures.

Preferred Qualifications:

• Two - three years administrative support experience
• Office coordination experience.
• Budget experience.

Special Instructions to Applicants:

Please make sure that the work history listed on your application is identical to the work history listed on your resume. The application must be filled out completely, Do Not Use the phrase "see resume."

Notice to Applicants:

Please make sure that the work history listed on your application is identical to the work history listed on your resume. The application must be filled out completely, Do Not Use the phrase "see resume."
Please list at least three (3) professional references to include a current supervisor. References will only be contact if you are selected for the position and with your permission.

Other Information:

If no applicants apply who meet the required competency level and training & experience requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.