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Administrative Specialist - Administrative, Senior

Administrative Specialist, Senior-Executive Assistant

Facilities Management Services

Facilities Management Admin

Salary: Competitive salary of $ $46,000 - $52,000 with great benefits!

Atlanta Campus

Schedule: Monday - Friday | 8:00 AM - 5:15 PM

These are exciting times at the Facilities Management Admin Department. We are growing and we are thrilled that you are interested in being a part of our team. We are surrounded by individuals empowered to use their expertise and talents to achieve our mission to pursue excellence.

Are you ready for us? Are you seeking an opportunity with purpose and direction? If you are, we have the perfect opportunity for you! We hire great people from a wide variety of educational, career, and personal backgrounds, not just because it is the right thing to do, but because it makes us a stronger team.

The Facilities Management Admin is seeking (1) Administrative Specialist, Senior-Executive Assistant to join the already awesome team taking the Facilities Admin Department to the next level of excellence!

WHAT MAKES The Facilities Management Admin A GREAT PLACE?

· A flexible work environment

· Generous benefits, including health, dental, vision, tuition assistance, retirement, etc.

· A knowledge-sharing organization that works collaboratively with diverse partners.

· Professional development opportunity and mentorship

· A rapidly growing center within an academic setting


The ideal candidate performs high-level administrative and program support for the Vice President of Facilities. In addition to supporting the department Administrative Specialist - Administrative, Senior, assignments will generally fall into one of the following groupings, although overlapping of duties may occur as needed:
  • Maintains confidential documents for the VP. Maintains, prepares, compiles, and edits the quarterly Facilities Newsletter; distributes to all staff members electronically.
  • Manages memberships and subscription renewals.
  • Handles workshop/conference registration.
  • Reviews and tracks invoices using Spectrum System.
  • Coordinates weekly meetings with potential vendors in the Facilities Division, including scheduling and communicating meeting times and locations to appropriate division personnel.
  • Administers technical support and record-keeping for these meetings.
  • Schedules lunch and learn meetings when required.
  • Drafts reports and correspondence. Processes various forms. Edits outgoing correspondence for Division.
  • Updates organizational chart.
  • Plans special events and projects involving VP’s office, including workshops and retreats. Represents Facilities on various campuses and departmental committees.
  • Provides administrative support to Design and Construction Services, Administrative Services, Facilities Planning, Fire Safety, Maintenance, and Operations, including, but not limited to, preparation of special reports, letters to consultants and contractors, handling customer service requests, and scheduling meetings.
  • Provides administrative support to the Vice President for Facilities. This includes the preparation of special reports, handling customer service requests from internal and external clients, scheduling meetings, and taking minutes for various committees.
  • Developing presentations, briefings, documents, and reports.
  • Performs other duties as assigned by Vice President.
Qualifications :

Minimum Requirements:
  • Bachelor's degree and four years of administrative experience; or a combination of education and related experience.
Preferred Hiring Qualifications:
  • Knowledge of University rules, policies, and procedures
  • Knowledge of business management practices
  • Knowledge of various software and information systems, such as BANNER, MS Word, MS Excel, etc.
  • Strong public relations skills
  • Skilled in professional business writing
  • Effective time management, analytical and organizational skills
  • Effective oral, written, and interpersonal communication skills
  • Ability to supervise and direct the work of others
  • Ability to plan, develop and analyze work procedures

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