Administrative Assistant I - Facilities Management

Administrative Assistant I - Facilities Management

Salary:                Commensurate with experience
Benefits:             Generous benefits include paid time off including holidays and vacation, retirement match, and tuition remission for employee and dependents.  Details at www.duq.edu/benefits
Location:                   Facilities Management
Position Status:         Full-time                                             
Hours:                       Varied
Position Number:      002428/30-474               
FLSA Status:             Non-exempt

POSITION SUMMARY:

This is complex clerical work requiring the exercise of professional judgment, progressive computer skills, and the ability to communicate clearly with staff, students, and the public. Work of this class requires a high degree of independent judgment and maintaining confidentiality for the various projects and functions that are performed by Facilities Management staff. Job responsibilities are expanding with the new CMMS system, Team Dynamix, combined with existing front line department and campus support.

DUTIES AND RESPONSIBILITIES:

Provides coverage to the Facilities Management front office operations. Primary point of contact for Facilities phone, door and emails.

Provide support with multiple aspects of utility processing, reporting, maintenance and analysis.

Contributes to the use of the existing CMMS (Computerized Maintenance Management System) Team Dynamix by monitoring and dispatching work orders. Also assists with the creation and distribution of reports from the system.

Provide clerical support to Facilities Management supervisors, administrators and other staff, both Union and non-Union employees, and student aides as assigned with strong attention to detail.
Provide computer support for various department programs. These include: Team Dynamix, Sitemaster, Watchdog, Kronos, Microsoft 365, etc.

Provide support and coverage to various committees and programs across campus. Examples include: University Safety, Labor-Management, Facilities Partners and Tech Partners.

Performs related work as assigned and required.

SUPERVISORY RESPONSIBILITIES:

Supervises student employees only.

REQUIREMENTS:

Minimum qualifications:

High School Diploma or equivalent.

3-5 years of work-related experience.

Preferred qualifications:

Associate's degree from an accredited institution.

Strong organizational and analytical skills.

Considerable experience in general clerical work, supplemented by courses in business education.

Knowledge of mechanical, electrical, H.V.A.C., plumbing and building service systems.
Supervision of student aides.

Alternately, the successful candidate may possess any equivalent combination of experience and training, which provides the knowledge, skills and abilities required to perform the essential job functions. This includes, but is not limited to, the following: 

Considerable knowledge of Microsoft 365 (Office Suite) is essential. Visio, Omni-Form, Sitemaster, and Kronos are additional software required in completion of departmental responsibilities. Also have the ability to learn new software and assist department staff in the implementation and utilization of software packages.

Excellent organizational, oral and written communication skills combined with the ability to maintain complex clerical records, prioritize and perform several tasks simultaneously, use independent judgment in making decisions and prepare reports with strong attention to detail.

Ability to establish and maintain effective working relationships with students and their parents, administrative and support staff throughout the University, various outside contacts (vendors) and the general public by providing exceptional service and related follow-up to all customers.

Willingness to work flexible schedules with demonstrated dependability and reliability.

Completion of assigned professional development classes within the first 2 years of employment.

Demonstrated commitment and ability to interact successfully with a variety of constituents within and outside the campus community.

Remote work will follow University TAP 54, https://www.duq.edu/about/policies-and-initiatives/the-administrative-policies/tap-54.php, and is at the supervisor’s discretion.       

Ability to establish and maintain effective working relationships with the University Community.

Ability and willingness to contribute actively to the mission of the University and to respect the Spiritan Catholic identity of Duquesne University.  The mission is implemented through a commitment to academic excellence, a spirit of service, moral and spiritual values, sensitivity to world concerns, and an ecumenical campus community.

APPLICATION INSTRUCTIONS:

Applicants are asked to submit a cover letter, resume, and contact information for three professional references.

Duquesne University was founded in 1878 by its sponsoring religious community, the Congregation of the Holy Spirit.  Duquesne University is Catholic in mission and ecumenical in spirit.  Motivated by its Catholic identity, Duquesne values equality of opportunity both as an educational institution and as an employer.