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Form of workPeddie's students live, learn, and find inspiration on a beautiful, 250 acre campus in Hightstown, NJ. Our buildings offer a rich variety of architectural styles, and include academic and athletics facilities, student dorms and faculty housing within and outside of the core campus. The school's impressive buildings and grounds are maintained by a team of committed employees in our Building Services department.
Peddie is seeking an Administrative Assistant in its Building Services department. This full time, non-exempt role is responsible for supporting daily operations of the department under supervision of the Director of Building Services.
The successful candidate will be responsible for, but not limited to: - General Coordination
- Coordinate & assign Facilities work orders
- Coordinate and control janitorial assignments with external housekeeping agency
- Coordinating move in & outs for faculty during the summer
- Coordinating facilities requests & needs for important school events such as Graduation, Revisit Days, Admission Days, AP Exams, etc
- Financial
- Working with Peddie's Director of Finance for billing co-ordination and cost control for the school's housekeeping partner
- Assists Director in monitoring spending against budget
- Processing all departmental invoices
- Prepare expense reports
- Package/Mail Management
- Receiving all incoming package deliveries (UPS, Fed Ex, DHL, Amazon) and loading them to the package locker system for faculty, staff and students
- Assist with outgoing packages
- Vendor Co-ordination
- Assists Director in soliciting vendor pricing and proposals
- Follow up with vendors with details required by Finance office for payment processing
- Maintains records to ensure that Contractor Certificate of Insurance is on file and up-to-date
- Maintains records for vendor contracts.
- General Tasks
- Preparing & entering employee time and attendance into ADP
- Inventory keeper of copy paper, dorm keys, PPE, grounds equipment
- Manage the schedule & flow of Peddie buses
- Ordering office supplies for several departments
- Maintain keys to student dorms
- Strong interpersonal skills in dealing with diverse student, staff and faculty population.
- Communicate clearly, effectively, diplomatically and tactfully both orally and in writing.
- Ability to efficiently organize, prioritize, understand, and meet deadlines.
- Ability to remain focused in an atmosphere of frequent interruptions and distractions.
- Ability to maintain confidentiality.
- Ability to take initiative and embark on necessary tasks even if not directly instructed to do so.
- Minimum of three years of experience in an administrative role.
- Proficiency with computers and technology in general
- Excellent oral and written communication skills
- Ability to build relationships and interact compassionately and collaboratively with diverse colleagues and constituents;
- Strong project management, organizational and time management skills;
- Willingness to learn new skills as required
The physical demands of this position must be met by an employee in order to successfully perform the essential functions of the job. The employee must be able to sit or stand for prolonged periods of time, must also be able to bend, stoop, squat, reach above shoulder level, kneel, lift and carry, push and pull up to 40 pounds for packages, filing and other office procedures.
Founded in 1864, The Peddie School is an independent, coeducational, college preparatory school of 535 students, grades 9 through post-graduate. Peddie is primarily a boarding school with over 60 percent of students and 90 percent of the faculty living on campus and a strong emphasis on admitting a diverse community of students who demonstrate the highest degrees of excitement, curiosity and character. Peddie's extraordinary resources include the highly professional, collaborative and dedicated faculty, an innovative and rigorous curriculum and an attractive, 280-acre campus with exceptional facilities located 25 minutes east of Princeton and about an hour from both New York City and Philadelphia.
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