Administrative Assistant IV

Description:
Job Description Summary:
The facilities Administrative Assistant provides primary administrative support to the Facilities Director & Facilities Manager, ensuring the efficient operation of the Facilities Department. This role involves managing office operations, scheduling, and coordinating communications with the department and external stakeholders. The Administrative Assistant is a liaison between the Facilities Department and various internal and external groups, prioritizing tasks in a dynamic environment with shifting priorities. Additionally, the facilities assistant assists with small and large-scale projects, and the administrative assistant will provide backup support to the facilities Coordinator during absences, including vacations or unforeseen circumstances, to ensure continuity of operations and seamless departmental functioning.
Duties and Responsibilities:
Responsibilities

Administrative Duties (35%): Provide Administrative Support to the Facilities Director and Facilities Manager, including maintaining the Outlook calendar. Coordinate meetings with the Manager and Facilities Staff and/or outside vendors. Assist in the interviewing and screening process for new staff within the department. Provide general support to the Facilities Department, including correspondence, faxing, copying, and vendor contact. Ensure that all documents, invoices, and miscellaneous information that apply to Facilities are Scanned & Organized & updated in Facilities One Drive. Work routinely with highly sensitive information and ensure processes and standards are followed to protect confidentiality. Track department staff project list to ensure timely services are provided to the University Community, and goals are met. Order supplies and maintain a Facilities inventory supply list. Oversee the Facilities Department webpage, updating as needed or directed. Work closely with the Facilities Manager to oversee the TDX work order system by accessing, assigning, and working with engineering to complete all work requests promptly. Research and other special projects as needed. Provide backup for the position of the facilities coordinator, assuming the responsibilities of that position as necessary in the absence of the incumbent.

Project Assistance (35%): Contact vendors to obtain project proposals and coordinate with staff and vendors to schedule work. Prepare reports on project status for the Facilities Department. Act as internal liaison for project needs, such as interacting with project team members on the execution of projects.

Provide oversight to vendors and ensure the accuracy of service invoices. Assist with coordinating seasonal summer and winter projects to maintain campuses.

Project Coordination: Coordinate and manage projects for all facilities staff as assigned by the facilities manager.

Invoice and Bill Coding (10%): Code all Facilities Invoices Accurately and ensure they are submitted to Accounts Payable for processing. Scan each invoice and save it to the designated Facilities drive.

Strategic Goal Management & Team Culture Development (15%): Manage and align the division's strategic goals with organizational objectives, ensuring clear communication and collaboration across teams to meet key milestones. Assist Facilities Manager with leading departmental meetings by facilitating structured agendas to review the progress of goals and write effective minutes to recap important topics impacting our department. Foster a positive, inclusive, supportive work environment by cultivating a healthy organizational culture that drives innovation. Inspire creative problem-solving and explore new ideas, approaches, and technologies. Promote initiatives that enhance team morale and engagement. Regularly assess team dynamics and provide leadership that empowers employees to contribute, collaborate, and grow professionally while maintaining a focus on achieving organizational success through both strategic vision and balanced

Other duties as assigned (5%)

Minimum Qualifications

Skills and Abilities:

• Ability to represent Samuel Merritt University professionally and responsibly to the public and University community
• Strong Critical thinking, problem-solving, and decision-making skills
• Excellent verbal and written communication skills, with proficiency in composing correspondence, reports, and other documents
• High attention to detail and accuracy in data entry, document management, and scheduling
• Ability to maintain confidentiality and handle sensitive information with discretion
• Strong Organizational and multitasking abilities to manage complete priorities efficiently
• Ability to collaborate effectively as part of a team and work independently with minimal supervision
• . Experience with office equipment, including telephones, printers, fax machines, and scanners
• Knowledge of Microsoft Office Professional 365, Word, Excel, PowerPoint, Outlook and other office software

Education and/or Experience:

• AA in Business or four years of related experience and/or training or equivalent combination of education and experience

Physical Requirements:

• Ability to sit for extended periods while performing administrative tasks such as data entry, scheduling, and document management
• Frequent walking and standing to visit different facilities locations, conduct inspections, or assist with coordination
• Ability to bend, stoop and reach access files, storage areas, and office equipment
• Ability to occasionally lift to 20 pounds.

Employee Status:
RegularExemption Status:
United States of America (Non-Exempt)Time Type:
Full timeJob Shift:

Pay Range:
$23.21 to $30.00 (hourly) non exempt

Samuel Merritt University currently provides base salary ranges for all positions-on job advertisements-in the United States based on local requirements. Individual compensation will ultimately be determined based on a variety of relevant factors including but-not limited to qualifications, geographic location, and other relevant skills.