What are the responsibilities and job description for the Administrative Assistant of Facilities position at Goodwin University?
The mission of Goodwin University is to educate a diverse student population in a dynamic environment that aligns education, commerce, and community. Our innovative programs of study prepare students for professional careers while promoting lifelong learning and civic responsibility. As a nurturing university community, we challenge students, faculty, staff, and administration to fully realize their highest academic, professional, and personal potential.
Position Description Summary/Purpose:
The Administrative Assistant serves as the primary administrative support resource for the Facilities, Campus Realty, Campus Safety & Security, Maintenance, Custodial Operations, Grounds, and Capital Projects teams. This position is responsible for coordinating departmental activities, maintaining records and documentation, processing purchase orders and invoices, supporting budget administration, tracking vendor payments, and managing transportation-related schedules and maintenance logs. The ideal candidate is highly organized, detail-oriented, and capable of managing multiple priorities while providing exceptional customer service and support to leadership and staff.
Essential Job Functions/Primary Responsibilities:
(The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)
- Provide comprehensive administrative support to Facilities, Campus Realty, Security, Maintenance, Custodial Operations, Grounds, and Capital Projects leadership.
- Route incoming calls, service requests, work orders, and inquiries to the appropriate department personnel.
- Welcome tenants, process rent payments and respond to tenant inquiries and service requests by phone, email, and in person.
- Prepare and maintain monthly billing and financial reports for leadership.
- Assist with budget preparation, tracking, monitoring, and reporting activities.
- Process purchase orders and support procurement-related functions.
- Monitor vendor invoices, payment status, and related financial records.
- Maintain department files, records, reports, and documentation in an accurate and organized manner.
- Coordinate departmental schedules, meetings, calendars, and operational activities.
- Track and maintain transportation schedules, usage records, maintenance logs, and related documentation for vehicles, vessels, and equipment.
- Communicate effectively with employees, contractors, vendors, and organizational leaders at all levels.
- Support compliance with organizational policies, workplace safety requirements, and regulatory standards.
- Generate reports and provide administrative support for special projects and departmental initiatives.
Other Functions:
- Perform related administrative duties and special assignments as required.
- Adapt to changing departmental priorities and operational needs.
- Cross-train and provide backup support to other administrative staff when necessary.
- Participate in professional development and training opportunities.
- Remain current on administrative best practices, organizational procedures, and industry trends.
- Support departmental goals through flexibility, teamwork, and cross-functional assistance.
Knowledge, Ability and Skill:
- Demonstrated commitment to developing and fostering best practices and policies to promote diversity, equity, and inclusion, and build an environment in which all members of the University community are treated with respect and dignity.
- Strong administrative and office management skills.
- Experience with purchase order and procurement processes.
- Knowledge of billing, invoicing, and accounts payable functions.
- Ability to track budgets and maintain financial records.
- Excellent organizational and recordkeeping skills.
- Strong attention to detail and accuracy.
- Effective verbal and written communication skills.
- Ability to prioritize multiple projects and meet deadlines.
- Strong customer service and interpersonal skills.
- Ability to work independently and as part of a team.
- Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and Teams.
- Ability to maintain confidentiality and handle sensitive information appropriately.
Minimum Required Qualifications:
Education, Training and Experience:
- Associate's Degree preferred;
- High School Diploma or GED with a minimum of two (2) years of relevant administrative experience.
- Experience supporting facilities, operations, maintenance, construction, security, or related departments is preferred.
- Experience with budget tracking, invoice processing, procurement, or financial administration is highly desirable.
Physical and Mental Requirements:
| Work Environment | None | Under 1/3 | 1/3 to 2/3 | Over 2/3 |
| Outdoor Weather Conditions | X | |||
| Work with fumes or airborne particles | X | |||
| Work near moving mechanical parts | X | |||
| Risk of electrical shock | X | |||
| Vibration | X |
| Physical Activity | None | Under 1/3 | 1/3 to 2/3 | Over 2/3 |
| Standing | X | |||
| Walking | X | |||
| Sitting | X | |||
| Talking & Hearing | X | |||
| Using hands/fingers to handle/feel | X | |||
| Climbing or balancing | X | |||
| Bending, pulling, pushing | X | |||
| Driving | X |
| Lifting Requirements | None | Under 1/3 | 1/3 to 2/3 | Over 2/3 |
| Up to 10 pounds | X | |||
| Up to 25 pounds | X | |||
| Up to 50 pounds | X | |||
| Up to 75 pounds | X | |||
| Up to 100 pounds | X | |||
| Over 100 pounds | X | |
Vision Requirements:
_X_ Close vision (i.e. clear vision at 20 inches or less)
___ Distance vision (i.e. clear vision at 20 feet or more)
___ Color vision (i.e. ability to identify and distinguish colors)
___ Peripheral vision (i.e. ability to observe an area that can be seen up and down or
left and right while the eyes are fixed on a given point)
___ Depth perception (i.e. three-dimensional vision, ability to judge distances and
spatial relationships)
___ No special vision requirements
Full-Time Employee Benefits:
- Medical Insurance
- Dental Insurance
- Vision Insurance
- Pet Insurance
- 401k employer match
- Employee & dependent life insurance
- Great tuition benefits for employee, spouse & dependents
- PTO program
(This job description does not constitute an employment agreement between Goodwin University and employee. It is used as a guide for personnel actions and is subject to change by the University as the needs of the University and requirements of the job change.)