Performs diverse secretarial and receptionist tasks requiring good public relations, multi-tasking and organizational skills. Performs administrative support duties for Facilities and Dental Support Lab to resolve routine questions and problems, file and track maintenance requests, schedule appointments, manage inventory, prepare reports and correspondence. Exercises some discretion, ingenuity and independent judgment to determine proper course of action while following established standards.
Duties: - Receives incoming calls for Facility personnel and refers to appropriate person. Records messages or responds to caller with routine information. Serves as a building contact person for other employees or the outside public and provides relevant facility information.
- Provide clerical support as the main point of contact for building related issues. Monitor SysAid ticket management and reporting system, field phone calls, emails, texts or in-person inquiries on tickets and issues related to Facilities.
- Schedules various appointments for office personnel, vendors and maintenance personnel ensuring administrative details are completed. Manage office relocations and process invoices through PeopleSoft Financials; maintain appropriate files.
- May coordinate meetings including scheduling and communications,
- Verification of issues reported to ensure all pertinent details are captured to appropriately direct central site support personnel.
- Manage employee onboarding for office preparation, nameplate signage, initiate telecom support tickets and follow-up. Manage access plans for the facility and assign accordingly.
- Provide administrative support to auxiliary departments (Dental Support Lab, Information Technology, Informatics, etc.), generate reports, create correspondence, provide administrative assistance compiling information. Transport dental cases, track shipping and receiving of dental cases, prepare reports and collect data for special projects; enter data in ticketing systems and logging resolutions.
- Support of projects and act as liaison for external departments for COD point of contact (Central Site, Parking, Custodial, etc.)
- Support Scientific Day with PO's, logistics and coordination.
- Provide oversight of Central Site custodial employee assigned to COD.
- Update all building signage in elevators, directories and generate maintenance notifications.
- Perform related duties as assigned or required to successfully fulfill function of position and office.
- Assist caller/visitor using discretion, ingenuity, and independent judgment to determine proper course of action while following established standards.