Administrative Assistant for Facilities

Administrative Assistant for Facilities

Location 100 N East Ave, Waukesha, WI, 53186, United States
Job Category Physical Plant, Staff
Employee Type Support Staff

Description
Administrative:

Provide administrative support to the facilities director, assistant director and managers

Coordinate the customer service inquiries and requests for service

Maintain a good working relationship with internal and external campus partners

Answer incoming calls and schedules appointments and meetings for the director and assistant

Assist the management in the development and scheduling of staff development and training

Develop weekly departmental agendas, documents and distributes meeting minutes for both the facilities management team and the weekly auxiliary services meetings

Work with the human resources department to facilitate communication for department staff regarding policies and procedures

Supervise, schedule and train student workers for facilities office

Reconcile and process PNC credit card statements with receipts and substantiation forms

Oversee onboarding/offboarding office needs by submitting work orders and providing timely updates to managers

Coordinate weekly invoicing for manager approval and senior management sign off prior to submittal to the accounting office for processing

Maintain department employee data base/update department phone roster

Work with business office to resolve billing/payment discrepancies

Assist the director and assistant in preparation of materials for presentations

Develop and maintain the facilities department portal page

Trouble shoot minor malfunctions with fax, copier, computers, and printers. Replace consumables.

Acquisition of departmental supplies and equipment

Perform other duties as assigned

Asset Essentials Work Order Duties:

Assign and instruct new staff on operating procedures for Asset Essentials software and aids existing staff on software concerns

Review work order requests on a daily basis; approves and distribute to the department manager for assignment

Administer access control and provides direction to the faculty, staff and students to the work order system as needed

Serve as the customer service representative for end user inquiries on work order status

Monitor work order status and provides managers strategic information regarding status

Foster and coordinate weekly meetings between representatives of facilities, auxiliary services and housing staff to provide walkthroughs to ensure appropriate care and maintenance.

Coordinate with Asset Essentials and the Carroll staff for the facilities software requirements

Qualifications:

Education:

High School Diploma required

Bachelor's degree preferred

Minimum of three years' administrative experience

Experience in Word, Excel, and PowerPoint

Human Relation Skills:

Ability to establish and maintain effective working relationships with diverse constituencies

Ability to work effectively with people regardless of their age, gender, race, sexual orientation, ethnicity, religion, ability, socio-economic background, or job type.

Strong written and communication skills

Ability to multitask and set priorities

Candidates must be willing and able to support and advance the University mission and ethos.





Requirements
Please submit a cover letter and resume for this position along with this electronic application.




Carroll University makes employment opportunities available to qualified individuals whose skills and experience make them suitable candidates for placement. Candidates must be willing and able to support and advance the University mission.

Carroll University does not discriminate in any manner contrary to law or justice on the basis of race, color, sex, age, religion, sexual orientation, national origin, disability or veteran's status in administration of programs or in the employment of faculty and staff.

The employment opportunities list is updated periodically based on openings. Applications will be accepted only for vacancies currently listed. All inquiries will be kept strictly confidential.

To apply, please visit: https://secure4.saashr.com/ta/6153588.careers?showjob=822361088








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