Staff - Administrative Assistant - Facilities
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
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
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
Knowledge, Skills, Abilities
- 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
- 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
- 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
- Schedules, records hours and approves timesheets for student
- 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
- Pays vendors online when option is available without any
additional credit card fees or surcharges.
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.
High school diploma or equivalent is
2-3 years of administrative
office experience required. Additional
valid Driver’s license, for golf-cart
certification through SU Risk Management. Physical
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.
Special Instructions to the Applicant:
Number of Months:
Other Number of Months:
Work Schedule/Hours per Week:
Open Until Filled:
Anticipated Start Date:
To apply, visit https://jobs.susqu.edu/postings/3607