Title:

Administrative Assistant I

Department:

SVP Real Estate Dev/Capital Ops

Reports To:

Manager REDCO Administration

Position Type:

Staff

Position Summary:

Reporting to the Manager of REDCO Administration, the incumbent provides customer services, administrative, and financial database management support to the Assistant VP for Campus Planning, Design, and Construction, Executive Director, Environmental, Health, and Safety, Campus Health Services, and Project Managers.

Essential Functions:

1. Customer Service:

The Administrative Assistant I, will be responsible for providing customer service as the front-line, first point-of-contact for the REDCO Team; these duties include but are not limited to:

a. Greeting, and welcoming guests for those entering the REDCO suite

b. Notify internal team members that guests have arrived and make appropriate introductions, as needed

c. Phone reception coverage for the following departments:

i. Department of Campus Planning, Design, and Construction

ii. Environmental Health and Safety

iii. Campus Health Services, as needed.

iv. Back-up coverage to the Executive Assistant to the SVP of REDCO

2. General Administrative:

Provide dependable and reliable administrative support and demonstrate proficiency in the following tasks:

a. Receive and distribute mail and packages in a timely manner

b. Coordinates department calendars schedules meetings, and limited special events

c. Draft correspondence in word processing platform (Google Suites/Microsoft Word)

d. Transmit "Construction Bulletins" through the campus-wide communication system (EMMA)

e. Maintains appropriate stock and inventory of office supplies and related purchase orders

f. Coordinates maintenance and repair of office equipment with vendors

g. Maintains paper and electronic project files

h. Manages the contract database for the division team Google Share Drive

i. Maintains the Google Share Drive for contract service providers

j. Assists with the coordination of materials for meetings, distribution of executed consulting contracts, and construction bids to vendors and departments

k. Coordinates the ordering and scheduling of campus signage and furniture deliveries

l. Track time and process timesheets for Campus Planning, Design and Construction, and Environmental Health and Safety personnel including coordination of student workers, tracking, and approval of time

m. Process pre-approval for travel, makes travel arrangements, and process reimbursements

n. Attends all required internal training, workshops, and seminars to ensure current practices are in accordance with the University policies

3. Financial Management Support:

Through training in numerous database management programs, demonstrate an understanding of budgets, purchase orders, requisitions, and contracts, and pay close attention to detail when data entering financially-sensitive information. These tasks will include:

a. Monitor the operating budgets for the above-defined departments

b. Enters purchase requisitions, processes invoices, and receives reports

c. Tracks expenses for general office goods and services

d. Responsible for following up on requests for missing documentation to process purchase orders

e. Liaise with Procurement and Accounts Payable

f. Process budget transfers, when required

g. Review financial reports to track project budgets

h. Request and follow through on entering new vendors into our system

i. Responsible for ensuring the timely payment of invoices

j. Tracks orders and progress payments

k. Reconciles ProCore financial data to the university financial system

Additional Functions:

1. Performs other duties as assigned.

Prerequisite Qualifications:

1. Must have a minimum of three years of relevant experience and/or training

2. Must be proficient in word processing, spreadsheets, and budget reporting, and possess the ability to learn numerous new computer-based applications

3. Must be able to communicate effectively both verbally and in writing

4. Must possess initiative and have excellent organizational, communication, writing, and telephone skills

5. Must be able to work independently, exercise discretion, and assume responsibility

6. At the university's discretion, the education and experience prerequisites may be exempted where the candidate can demonstrate to the satisfaction of the university, an equivalent combination of education and experience specifically preparing the candidate for success in the position.

Preferred Qualifications:

1. Associates degree in Business or Administrative Services preferred

2. Customer service and administrative experience within an office setting is preferred

Bargaining Unit:

PSA

Range/Band:

20

FLSA:

Exempt

Full-Time