Summary of Position
The Administrative Assistant plays a key role in supporting the Facilities Department by managing daily
operations, organizing information, and ensuring clear communication and follow-through on tasks and
projects. This is a nonexempt position.
Accountability
Reports to: Facilities Manager
Core Responsibilities
1. Administrative Support & Scheduling
• Provides direct administrative support to the Facilities Leadership Team.
• Coordinates meetings, inspections, and vendor appointments, including calendar invites and
room scheduling.
• Maintains and updates work, project, and preventative maintenance schedules.
• Prepares reports and operational schedules to support department planning.
• Attends departmental meetings (e.g., Supervisor and Residential Monthly Meetings), takes
minutes, and assists with Facilities-related communications.
2. Policy & File Management
• Maintains department policies and procedures in PolicyTech.
• Assists in organizing inspection records, compliance documentation, and safety reports.
• Maintains organized files, including correspondence, purchase records, bids, and legal
documents.
3. Work Order & Request Management
• Manages the Requisition (RQ) process: prioritizes requests, creates work orders, and
communicates status updates.
• Inputs and updates data in department systems related to work orders and project tracking.
4. Purchasing & Vendor Coordination
• Coordinates online and phone orders for Facilities.
• Tracks inventory of maintenance and office supplies; restocks or notifies the appropriate staff
as needed.
• Communicates with vendors to confirm product availability, pricing, and delivery timelines.
• Works with Accounting to ensure accurate invoice processing, coding, and resolution of items.
• Submits and tracks invoices through PaperSave for proper routing and approval.
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5. Event & Project Support
• Prepares surplus property for the annual campus auction (inventorying, numbering, and
coordination with the Thrift Store and bidders).
• Supports Facilities logistics for annual events such as the Powwow, including staff scheduling,
transportation coordination, and day-of setup.
6. Rotation Scheduling
• Maintains and updates rotation schedules for campus-wide replacements (e.g., carpet,
furniture, mattresses, paint).
7. Department Communication and Support
• Serves as a point of contact for internal and external Facilities inquiries; relays physical plant
issues and routes service calls.
• Provides backup support for campus key distribution and guest housing coordination.
8. Other Duties
• Performs other responsibilities as assigned by the Facilities Manager.
Qualifications
• High school diploma required; related degree and experience preferred
• Strong interpersonal, organizational, and communication skills.
• Proficient in Microsoft Word and Excel; ability to learn systems and tools.
• Maintains confidentiality and professionalism in all interactions and record-keeping.
Physical Demands
• Requires frequent and prolonged use of both hands and wrists.
Expectations of Hours Worked
At least 40 hours per week.