Administrative Assistant To Facilities

Performs a variety of clerical and administrative functions relative to the day-to-day operation of Facilities. Duties include office reception, check requests, purchase orders, and implementing and maintenance of all service contracts which includes the necessary negotiation of contract pricing, key issuance, and the like. Successfully operates all office equipment and the telephone and radio systems. Process work orders, type reports, compile and compute data, maintain files, maintain office supplies, receive and deliver mail, and provide support for the operation of Facilities as needed.  Assist Facility Supervisors in any areas necessary.

1. Create and oversee service contracts. Responsible for all service calls on all contract work. Assist the Executive Director of Facilities in negotiating better contract pricing.
2. Create purchase orders, check requests, work orders, and reports. Maintain vendor list for internal use. Obtain proof of liability insurance from vendors and forward to Financial Affairs.
3. Maintain office inventory and key/core inventory. Monitor radio. Update the Fowler Conference Room calendar and off-campus/absentee calendars. Distribute keys to faculty, staff, students, and key collection.
4. Perform duties of receptionist to include, greeting and assisting visitors, answering incoming calls, taking accurate information, and routing calls to the appropriate individual(s).
5. Assign and monitor maintenance work orders. Coordinate and ensure all work orders are assigned by the level of urgency and reassigned if necessary due to absences. Troubleshoot issues with Asset Essentials, Inventory Direct, and Preventive Maintenance accounts. Train and aid requesters and technicians in the use of these programs. Take fire alarms off and online with Simplex as needed.
6. Input and maintain School Dude accounts, Asset Essentials, Preventative Maintenance, and Inventory Direct. Scan documents into Perceptive Content.
7. E-mail Pool and Spa monthly reports to the Health Department and retain electronic and paper records in-house. Enter and maintain backflow-testing documents into the required computer system. Schedule street banner hangings, deliver them, and pick up to BPU.
8. Maintain an acceptable attendance record, be punctual, and meet deadlines.
9. Seek training to enhance or learn new skills.

Qualifications
To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Education and Experience

High school diploma or equivalent required. An Associate’s degree is preferred, plus 2 – 3 years of prior experience in a business office experience or an equivalent combination of education and experience sufficient to demonstrate the ability to perform the job.

Other Skills

1. Ability to build and maintain customer relationships through a professional approach in handling customer service needs, and project a positive image. 2. Ability to cope with numerous interruptions due to daily contact with various College personnel. 3. Skill to operate computers using a variety of software. 4. Skill in answering telephone and directing calls using tact and diplomacy at all times. 5. Should be dependable, accurate, willing to work with associates and supervisors, and possess a thorough knowledge of the College, its philosophy, and mission. Possess a general understanding of departmental operations. 6. Ability to operate a two-way radio communication unit. This person assists with radio transmissions to all Facilities personnel in emergency and non-emergency dispatch.

Physical Requirements

Ability to read, write, hear, speak, see, and communicate effectively. Ability to operate basic office equipment including, a photocopier, fax machine, adding machine, computer equipment, DVD player, display monitors, and the like. The position is largely sedentary. Occasional lifting or otherwise moving of office supplies, booklets, etc. is necessary.

Personal Characteristics

The Physical Plant interacts with virtually every area of campus life.  A clean, neat appearance and a pleasant relationship that is supportive of the Physical Plant mission are essential.  This relationship needs to be pleasant, supportive, and professional while maintaining confidentiality. 

Code of Commitment

Be a good representative of Hillsdale College to promote the liberal arts, the College’s original Articles of Association, and operating principles stated in the Staff Code of Commitment. The Mission Statement should be considered in all aspects of the position. The teaching of Christian faith shall remain a conspicuous aim of the College.