Administrative Assistant, Facilities Administration

## Description
**Position Summary:** Provides administrative and project based support to the Facilities department including clerical, receptionist, and project based work.
**Essential Job Functions:**

1. Provide administrative support including but not limited to answering telephones, updating database information and creating correspondence to respond to requests.
2. Serve as administrative support to the Facilities Manager and support other members of the facilities leadership staff in an effort to assist them in achieving their goals.
3. Intake and respond to requests for internal or external maintenance assistance.
4. Record monthly issues and receipts for inventory and purchases.
5. Complete purchase orders using program and excel data entry system.
6. Maintain accurate inventory and purchase reports.
7. Monitor and trace department expenses, process invoices, create reports, as requested.
8. Support departmental and UWH-wide initiatives.
9. Demonstrate regular and reliable attendance, adhering to assigned schedule and utilizing electronic time management system. This is not a remote position although you are able to work from home on occasion with your supervisor’s approval.
10. Adhere to all company and departmental policies and procedures per the guidebook including all safety requirements.
11. Utilize electronic time management system to input time, attendance and paid time off requests.

**Non-Essential Job Functions:**

1. Support other divisions and administrative assistants, as requested.
2. Attend meetings and take minutes to distribute, as assigned.
3. Participate in organizational planning and/or attend special events.
4. Communicate and appropriately act on behalf of the manager when necessary.

## Qualifications
**Education:**

• High School Diploma or GED equivalent required.
• Associate’s degree preferred.

**Required Experience:**

1. Minimum 3 years administrative assistant experience required.
2. Strong organizational and project coordination skills.
3. Exceptional written and verbal communication skills.
4. Proficiency in Microsoft Office and collaboration platforms.
5. Demonstrated ability to operate and problem-solve independently with limited supervision.

**Computer Skills:**

1. Minimum advanced user of MS Office: Word, Excel, PowerPoint and Outlook
2. Internet research savvy

• **Certificates & Licenses:** Complete and pass DMV background check, to operate company issued vehicles
• **Competency Statement(s):**

• *Quality*: Able to provide high quality customer service while consistently seeking ways to improve outcomes and enhance department service.
• *Professional and Accountable*: Demonstrates commitment to the position and accepts responsibility for personal actions.
• *Values*: Able to demonstrate commitment to the Unity core values.

• **Work Environment & Physical Requirements**
• | | |
• | --- | --- |
• | **Activity** | **Frequency** |
• | Inside Work | C |
• | Outside Work | O |
• | Use of Hands/Fingers | C |
• | Lifting /Carry: 20 Max lbs | O |
• | Reach: Overhead and Forward | O |
• | Climb - Stairs/Ladders | O |
• | Sitting/Workstation | C |
• | Traveling outside campus | O |
• | Exposure to Hazards | N/A |
• | Excessive Noise | O |
• | Exposure to Temperatures | N/A |
• | Operate Computer | C |
• | Talk/Communicate | C |
• | Operate Company Vehicles | O |
• | Standing/Walking | |