Job Details

Colgate University

Administrative Assistant, Facilities

Requisition Number: 2021S038Posting
Full Time/Part Time: Full Time
Division: Finance and Administration
Department: Facilities Department

Department Statement:
The Facilities Department provides the physical environment, utilities, and facilities support services necessary to promote the educational and research activities of the university. To ensure quality service to our community, we provide strong coordination and communications between multi-functional groups and our customers, with a customer-oriented approach.

The administrative assistant has primary responsibility for managing a high volume of calls and emails for service requests, triage and dispatch for handling. Manages van reservations, inventory and billing. Organizes and prepares time sheets for facilities employees for submission to payroll.


Accountabilities:
The Facilities Department is searching for a candidate to join the team who is a visionary, encompasses change, and is self-motivating. We seek a person who fosters and builds strong working relationships within the Facilities Department and with campus partners, to improve our customer satisfaction driven culture.

Responsibilities include coordination of the daily operations of the department. Specific accountabilities include: greet visitors and ensure reception area creates a welcoming environment; ensure efficient execution of administrative procedures and processes central to the department; respond in a timely manner to requests for information and refer to other resources as appropriate; manage calendars, itineraries, contacts and correspondence of department; coordinate with vendors and service providers; assist with onboarding new employees; and maintain adequate office supplies and other material required for the operation of the department, which may include researching services and pricing, processing quotes, creating PO's and requisitions and submitting for timely payment.

Maintain department records, research information, analyze data, prepare reports, edit and format documents and presentations, and produce standard reports.

Responsible for departmental communication to include: website maintenance, newsletters, posters, invitations, etc.

Responsible for all aspects of planning and execution of department events and functions, including travel arrangements.

Monitor departmental budgets and report on status, variances, and potential issues.

Responsible for building and/or room scheduling and service requests, as required.

Coordinate work and/or schedules of student or casual wage employees, as assigned, including processing web time entry.

May be responsible for the timely and efficient execution of special projects, additional activities, committees and other work unique to the department, division or function, as assigned.


Professional Experience/Qualifications
- Demonstrated ability to effectively and efficiently use computers and relevant software applications, such as E-Mail, Google Drive, Word, and Excel required.
- An aptitude to learn new computer programs/platforms as needed and the ability to analyze data received from various data sources is required.
- Excellent proofreading, grammar and spelling skills are essential.
- Ability to work in a fast paced environment.
- Must be capable of working collegially with a diverse group of faculty, staff and students on a daily basis.
- Candidates must have a demonstrated ability to manage detailed, confidential, and sensitive information.
- The ability to work highly independently is essential.
- The ability to maintain composure under pressure or in stressful situations.

Preferred Qualifications
- Previous experience in an academic setting preferred.
- Knowledge of Banner or other similar facilities management software desired.


Education
Associates Degree or combination of education and experience from which comparable skills have been obtained.


Other Information
Colgate has a diverse student, faculty, staff, and alumni population representing a variety of races, gender identities, social economic status, sexual orientations, languages, national origins, etc. Our Diversity, Equity & Inclusion Plan presents a framework for continuing the creation of an inclusive campus and engaging the Colgate community in this effort in the years ahead.

Please describe how you would connect and work with a diverse community.

You can upload the statement under the Diversity Statement document heading.


Work Schedule:
Weekdays, with occasional weekends that support annual university events.

Job Open Date:
06/02/2021

Job Close Date:
8/6/2021

Open Until Filled
No

Special Instructions Summary


EEO Statement
It is the policy of Colgate University not to discriminate against any employee or applicant for employment on the basis of their race, color, creed, religion, age, sex, pregnancy, national origin, marital status, disability, protected Veterans status, sexual orientation, gender identity or expression, genetic information, being or having been victims of domestic violence or stalking, familial status, or any other categories covered by law. Colgate is an Equal Opportunity/Affirmative Action employer. Candidates from historically underrepresented groups, women, persons with disabilities, and protected veterans are encouraged to apply.

Clery Act
CAMPUS CRIME REPORTING AND STATISTICS
The Campus Safety Department will provide upon request a copy of Colgates Annual Security and Fire Safety Report. This report includes statistics as reported to the United States Department of Education for the previous three years concerning reported: 1. crimes that occurred on-campus; in certain off-campus buildings or property owned or controlled by Colgate University; and on public property within, or immediately adjacent to and accessible from, the campus and 2. fires that occurred in student housing facilities. The report also includes institutional policies concerning campus security and fire safety, such as policies concerning sexual assault, life safety systems, and other related matters. To obtain a copy, contact the Campus Safety Compliance Manager via e-mail at cusafety@colgate.edu. You may also access the report from the Campus Safety web page at: www.colgate.edu/offices/support/campussafety.


To view the full job posting and apply for this position, go to: https://careers.colgate.edu/postings/3355








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