Senior Administrative Assistant to the VP of Operations

JOB SUMMARY:

The Senior Administrative Assistant to the Vice President of Operations will serve as the primary administrative support for the Vice President of Operations and Operations Department activities as needed, maintain all capital expenditure records, and provide project coordination as assigned.

ESSENTIAL JOB FUNCTIONS:

The employee in this position will have the following essential job functions:

General

• Fields requests and answers Operations-related questions received from departments across campus. This requires a working knowledge of all Operations departments (Housing, Dining, Legacy, Event Productions, Facilities, HRC, and project management) as well as detailed knowledge of all capital projects.
• Maintains accurate records and files for the Operations Department.
• Filters and distributes data and prepares reports for the Vice President.
• Maintains appointment calendar for the Vice President.
• Prepares and receives correspondence and communication for the Vice President.
• Assists the Vice President with teaching assignments for Boyce College.
• Maintains office organization to support day-to-day operations.
• Demonstrates strong customer service and organizational skills.
• Assists with accreditation as needed.
• Prepares travel arrangements as needed for the Vice President.
• Assists with all areas of Operations as required.

Procurement

• Processes all Purchase Requisitions and Purchase Orders.
• Provides training and answers questions regarding the procurement process.
• Distributes appropriately executed contracts to internal and external stakeholders.
• Maintains a report of contract end and/or renewal dates.
• Assists in the procurement or assignment of office furnishings.
• Receives and distributes Stockroom Requisition requests.
• Produces inventory reports as requested.
• Oversees the annual Stockroom audit.

Capital Expenditures

• Receives and processes all capital-related forms.
• Maintains accurate and detailed records for all capital projects.
• Reconciles each capital project monthly and prepares a monthly capital reconciliation report.

Project Management

• Maintains detailed records for all projects.
• Serves as the project coordinator for projects as assigned by the Vice President.
• Prioritizes tasks and works effectively on multiple projects simultaneously.
• Works with vendors to communicate project requirements, answer questions, and coordinate site visits.

Performs other duties as may be assigned by supervisor.

EDUCATION:

The person in this position should have a minimum of a Bachelor's degree.

EXPERIENCE:

The person in this position should have a minimum of two years of applicable administrative and project experience. The person in this position should demonstrate skill in the areas of office coordination, financial reconciliation and budgeting, computer literacy, and interpersonal interaction. This person should also have a good grasp of grammar and proofreading skills.

SUPERVISION:

The person in this position will supervise: no one

The person in this position will report to: the Vice President of Operations

WORK ENVIRONMENT:

The person in this position will work in a standard office environment as well as various project sites across campus.

EQUIPMENT:

The person in this position will use the following equipment: computer, telephone, Google Suite software apps, Jenzabar, varied computer software, and other general office equipment.