Administrative Assistant, Facilities Administration

Position Summary: Provides administrative and project based support to the Facilities department including clerical, receptionist, and project based work.

Essential Job Functions:

• Provide administrative support including but not limited to answering telephones, updating database information and creating correspondence to respond to requests.
• Serve as administrative support to the Facilities Manager and support other members of the facilities leadership staff in an effort to assist them in achieving their goals.
• Intake and respond to requests for internal or external maintenance assistance.
• Record monthly issues and receipts for inventory and purchases.
• Complete purchase orders using program and excel data entry system.
• Maintain accurate inventory and purchase reports.
• Monitor and trace department expenses, process invoices, create reports, as requested.
• Support departmental and UWH-wide initiatives.
• Demonstrate regular and reliable attendance, adhering to assigned schedule and utilizing electronic time management system. This is not a remote position although you are able to work from home on occasion with your supervisor’s approval.
• Adhere to all company and departmental policies and procedures per the guidebook including all safety requirements.
• Utilize electronic time management system to input time, attendance and paid time off requests.

Non-Essential Job Functions:

• Support other divisions and administrative assistants, as requested.
• Attend meetings and take minutes to distribute, as assigned.
• Participate in organizational planning and/or attend special events.
• Communicate and appropriately act on behalf of the manager when necessary.

Education:

• High School Diploma or GED equivalent required.
• Associate’s degree preferred.

Required Experience:

• Minimum 3 years administrative assistant experience required.
• Strong organizational and project coordination skills.
• Exceptional written and verbal communication skills.
• Proficiency in Microsoft Office and collaboration platforms.
• Demonstrated ability to operate and problem-solve independently with limited supervision.

Computer Skills:

• Minimum advanced user of MS Office: Word, Excel, PowerPoint and Outlook
• Internet research savvy

Certificates & Licenses: Complete and pass DMV background check, to operate company issued vehicles

Competency Statement(s):

• Quality: Able to provide high quality customer service while consistently seeking ways to improve outcomes and enhance department service.
• Professional and Accountable: Demonstrates commitment to the position and accepts responsibility for personal actions.
• Values: Able to demonstrate commitment to the Unity core values.

Work Environment & Physical Requirements

Work Environment: Office Environment

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.