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Staff - Administrative Assistant - Facilities Management

Susquehanna University
Pennsylvania, United States
Salary Not specified
Date posted
Sep 26, 2023

Staff - Administrative Assistant - Facilities Management

About Susquehanna:
Susquehanna University is the future-ready institution for today, invested in cultivating intellectual grounding, active learning and global citizenship for all students. Renowned as one of the finest U.S. national liberal arts colleges, Susquehanna inspires and challenges 2,200 enterprising, bright-minded students studying the arts, business, humanities and sciences. Our students seize opportunities through exceptional worldwide internships, expert-guided research and an acclaimed study-abroad program, leading to a transformative education that empowers each graduate to realize their unique potential and lead a successful and meaningful life.

The Susquehanna River Valley with its fresh air and overall pleasant year-round climate, provides four distinct seasons amidst a backdrop of vibrant autumn foliage, occasional winter snowfalls, flower-filled springs and warm summer evenings illuminated by fireflies. Nearby outdoor recreational areas for hiking, kayaking, fishing and skiing — and the bustling cultural and commerce hubs of New York City, Washington D.C., Baltimore and Philadelphia within a three-hour drive — present abundant opportunities for learning and discovery.

Position Summary:
Job Summary Provide clerical and administrative support for the Facilities Management office, greet visitors, and handle telephone calls and requests from vendors, staff, faculty and students. This position is defined as a non-exempt position under FLSA regulations. Specific Responsibilities
  • Provide support to all Facilities Management staff. Responsible for routine office duties, incoming and outgoing mail, updating physical announcement information, and ordering office supplies. Categorizes and assigns submitted work requests through the telephone and the online database TeamDynamix from students, staff, and faculty to appropriate craft in the department. Files copies and then records completed work orders when returned to use for monthly journal entries.
  • Processes and records information for monthly journal entries and distributions and keeps files on monthly statements and bills for all University properties.
  • Records damage charges from work requests and sends to Student Life Office.
  • Works closely with Central Receiving in handling receiving slips and matching slips to bills and statements for prompt payment. Records information received to distribute the expenses per craft/building/department and prepare monthly journal entries.
  • Matches receiving slips/packing lists to invoices, accepts purchase orders (when applicable), codes all utility bills, invoices, and sends for approval promptly to submit to accounts payable in the Finance Office.
  • Keeps time records of all Facilities Management employees.
  • Orders supplies from vendors as needed. Issues, enters, and maintains a log of purchase orders.
  • Keeps schedule for fleet vehicles and charges mileage to appropriate accounts for monthly journal vouchers. Maintains, updates, and pays for vehicle registration renewals online for fleet vehicles.
  • Schedules, records hours and approves timesheets for student workers.
  • Keeps record of work-related injuries for Facilities Management employees and reports workers compensation claims to insurance company. Summarizes and records accidents for first notification and then reports it to HR.
  • Maintains a safe, healthy and environmentally sound workplace demonstrated by following good housekeeping practices, notifying supervisors of potential hazards, adhering to OSHA standards and other safe practice procedures, and being an example for other staff regarding safe equipment use.
  • Contributes to the overall success of Facilities Management and the University by performing other duties and responsibilities as needed.
  • Pays vendors online when option is available without any additional credit card fees or surcharges.

Knowledge, Skills, Abilities Knowledge and ability to properly use general office equipment. Skilled at using Microsoft Office including Word, Excel and Outlook. Ability to learn and correctly use other software such as TeamDynamix, Kronos, Docu-Sign, and MyNest.

Required Qualifications:
Education High school diploma or equivalent is required. Experience 2-3 years of administrative office experience required. Additional Requirements valid Driver’s license, for golf-cart certification through SU Risk Management. Physical Demand Position requires the ability to stand or sit for extended periods of time. Position requires the ability to move about the campus. Position requires the ability to talk and to hear instruction. Position requires occasional manual dexterity and the ability to use fingers, hands, and arms to feel, handle, and reach. Position requires occasional stooping, crouching and bending. Position requires the ability to occasionally lift up to 25 pounds. Working conditions are indoor.

Preferred Qualifications:

Special Instructions to the Applicant:

Benefits Eligible: Yes
Number of Months: 12 months
Other Number of Months:
Full-Time/Part-Time: Full Time
Work Schedule/Hours per Week:
Posting Date:
Closing Date:
Open Until Filled: No
Anticipated Start Date:
Posting Number: AH01067

To apply, visit

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