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Executive Assistant/Campus Services Coordinator

Employer
Eastern University
Location
Saint Davids, Pennsylvania, United States
Salary
Salary Not Specified
Date posted
Sep 25, 2023

Job Details



Position Description

Coordinates the internal activities, functions and services provided by the department to seamlessly integrate them with the activities and functions of the university community in its entirety. Provides support to the community to ensure essential services provided by Campus Services enhances, enables and sustains the educational process as well as ensuring the comfort and safety of students, patrons, guests and those employed by the university. Sustains the essential partnerships of outside entities related to those services we provide. Acts as manager of Campus Environmental Services as provided by outside vendor to monitor and coordinate their activities and functions to insure acceptable performance and the execution of all duties as contracted (including walk through inspections). Organizes, monitors and coordinates all of the department activities related to the compliance of federal, state and local laws and ordinances. Sustains and informs the department and its members in regards to the university’s policies and procedures.

Provides direct support to the Executive Director of Facilities and Campus Services and assists the Director of Plant Operations through the thorough monitoring and the coordination of all of their daily activities. Functions as the office coordinator to facilitate all of the activities related to that aspect of the department, including the training and monitoring of the actions associated with the Plant Operations Administrative Assistant.

Supports managers and employees through a variety of tasks related to organization and communication. Responsible for confidential and time sensitive material. Familiar with a variety of the field's concepts, practices and procedures. Ability to effectively communicate via phone and email ensuring that all Administrative Assistant duties are completed accurately and delivered with high quality and in a timely manner. Rely on experience and judgment to plan and accomplish goals.

Position Responsibilities

Executive Assistant
  1. Carries out administrative duties such as filing, typing, copying, binding, scanning etc. Produces and distributes correspondence memos, letters, faxes and forms.
  2. Keeps up-to-date files on correspondence
  3. Administers departmental purchase orders. Prepares and monitors department purchase orders. Orders all office supplies Tracks invoices and payments pertaining to all campus general maintenance and construction projects.
  4. Administers, tracks, coordinates and approves staff time cards and payrolls, managing and coordinating clocked hours and employee reported work documentation. Maintains Plant operations personnel records i.e.: Time cards / Vacation & Sick time records. Maintain up-to-date employee holiday, vacation, sick time and generally all off-time records and provide staff regular updates.
  5. Acts as liaison for the department with the campus community, vendors, contractors, neighbors of the university and all other outside entities.
  6. Answers and directs phone calls. Reply to email, telephone or face to face inquiries. Provide general support to visitors. Provide information by answering questions and requests.
  7. Keeps up-to-date files on correspondence.
  8. Maintains all computer and manual filing systems including blue prints. Understands the facilities computerized maintenance system (e-Maint) and assists in its utilization when necessary. Also understands the Eastern University scheduling system (ASTRA) to assist both Plant Operations/Campus Services staff and Housekeeping in its utilization.
  9. Prepares or assists in the preparation of regularly scheduled reports. Maintains and generates reports including monthly utility usage and expenditures.
  10. Fulfills requests from insurance company pertaining to university’s auto insurance policy.
  11. Responsible for all university vehicle registrations.
  12. Maintains memberships for APPA, PPC, etc. as well as college donations and memberships to many organizations.
  13. Coordinates scheduling for projects utilizing event scheduling software,
  14. Handles sensitive information in a confidential manner.
  15. Takes accurate minutes of meetings.
  16. Participates in Safety Committee Meetings as a representative of Campus Services and Plant Operations. Also attends and takes minutes in bi-weekly Plant Operations Directors’ Meeting and bi-weekly Grounds Leadership Meeting.
  17. Maintains cell phone and schedules for both the Executive Director Campus Services and the Director of Plant Operations.
  18. Maintains & Opens departmental accounts.
  19. Supports Plant Operations and Landscape Department staff.
  20. Organizes and schedules meetings and appointments. Plans all social aspects of the department such as luncheons and holiday parties.
  21. Assists with budget planning and monitoring and is directly responsible for all of the department’s financial aspects.
  22. Notary Public
  23. Updates and helps fashion facilities web-site and university inclement weather notification page.
  24. Participates in mandatory overtime for university events.
  25. Develops and updates administrative systems to make them more efficient.
  26. Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
  27. Performs all other duties as assigned.
  28. Embodies values of caring and compassion, justice and integrity, competence and affirmation.
  29. Seeks to treat each member of the campus community with fairness, dignity and respect seeking a spirit of unity and harmony as we join together to achieve our common mission.

Campus Services Coordinator
1. Monitors the activities of the department, including vendors and contractors, while keeping the community well informed of those activities and the effects they will have on essential functions of the university. Coordinates and monitors all of the daily activities of the Campus Services/Plant Operations Departments
2. Monitors university and other departmental events and functions to ensure our services are provided timely and appropriately, and communicates our efforts effectively with the event’s coordinator(s).
3. Manages Campus Environmental Services, ensuring the effectiveness of Campus Environmental Services contracted provider through monitoring its routine actions and communicating instructions and feedback regularly. Confirm all contracted duties are performed and the performance meets established quality standards. Provide regular feedback with the Executive Director of Facilities and Campus Services.
4. Enables the efficient and effective daily operation of university processes in regards to the services the department provides to the community.
5. Ensures the effectiveness of our “compliance” efforts through the careful monitoring and the detailed organization of data and documentation, and maintains compliance documentation in “audit-able” condition
6. Assists with all aspects of project development (both large and small) as necessary
7. Compiles and Organizes data and documentation associated with campus development
8. Act as the first point of contact to ensure the department and its employees both follow and are kept informed about University policies and procedures.

Qualifications

Physical (ADA) Requirements
The physical demands of this position must be met by an employee in order to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

Ability 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 25 pounds for filing and other office procedures. Ability to use both right and left hands for grasping, repetitive motions and fine manipulation. Specific vision abilities required by this job include close vision, distant vision, color vision, peripheral vision, depth perception and the ability to focus. Ability to communicate verbally, hear and walk without assistance. Ability to report to work and perform duties five days a week for a minimum of eight (8) hours per day, some evening and weekend work will be required.

Must have excellent verbal and written communication skills. Must have the ability to multi-task while remaining effective and efficient. Must be highly organized, detail oriented, able to reason instructions quickly and adjust effectively to adversity to remain on task in a fast paced environment. Must have an astute sense of their personal time management while juggling multiple schedules and deadlines. Must have advanced Microsoft Office knowledge and application skills. Must have excellent time management skills and writing and verbal communications skills. Must appreciate and establish excellent relationships with both internal and external customers while maintaining confidentiality and discretion. Must be flexible and work without constant supervision. Must be able to efficiently acquire and comprehend new skills swiftly to keep current. Prefer 4-5 years of experience as an administrative/executive assistant or secretary. Two or four year degree and Notary public is preferred.

Company

Eastern University

About Eastern University 

Eastern University is a Christian university of the arts and sciences that integrates faith, reason and justice for students in its undergraduate, graduate, Seminary, urban, professional and international programs. Applicants should have a Christian commitment compatible with its mission and be willing to endorse by signing Eastern University’s doctrinal statement. The university complies with federal and state guidelines of nondiscrimination in employment; members of protected classes are encouraged to apply.

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