Administrative Assistant for Facilities Management and Print Shop

Administrative Assistant for Facilities Management and Print Shop

About Susquehanna:
As a living, learning and working community, Susquehanna University affirms its commitment to being an engaged, culturally inclusive campus. As we seek to embody the rich diversity of the human community, we commit ourselves to the full participation of persons who represent the breadth of human difference. The university encourages candidates from historically underrepresented groups to apply. Susquehanna University is an Equal Opportunity Employer.

Susquehanna University is a national liberal arts college committed to excellence in educating students for productive, creative and reflective lives of achievement, leadership and service in a diverse, dynamic and interdependent world. Its more than 2,300 undergraduates come from 35 states and 22 countries, and all students study away through Susquehanna’s unique Global Opportunities program. Susquehanna University’s 325 acre campus, noted for its beauty, is located in Selinsgrove, Pennsylvania, 50 miles north of Harrisburg in the scenic Susquehanna River Valley, about a three hour drive from Philadelphia, Washington, D.C., and New York City. For more information, please visit https://www.susqu.edu.

Position Summary:
Job Summary Provides clerical and administrative support for the Facilities Management office and the Print Shop, greet visitors, and handle telephone calls and requests from vendors, staff, faculty and students.
This is a shared position where this employee will be working out of two offices on campus on a set weekly schedule (regular, full-time position). Specific Responsibilities

• Provide support to the Director and Trade Supervisors, as well as the Manager of the Print Shop. Responsible for routine office duties and incoming and outgoing mail, and ordering office supplies. Categories and assigns telephone and work requests from students, staff and faculty to appropriate craft in department. Files copies and then records completed work orders when returned to use for monthly journal vouchers.
• Works closely and in coordination with the Facilities Administrative Assistant.
• Takes outgoing mail and picks up campus mail in Selinsgrove Hall.
• Processes and records information for monthly journal vouchers and distributions, keeps files on monthly statements and bills for all university properties.
• Maintains the Print Shop work log and accounting for all print jobs completed including billing for off-campus work.
• 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 of bills. Records information received to create monthly distributions & vouchers.
• Codes all bills and matches receiving slips, codes all utility bills and provides distributions by buildings in a timely fashion to submit to accounts payable office.
• Keeps employee records of all facilities management employees.
• Orders supplies from vendors as needed. Issues and maintains a log of purchase orders.
• Keeps schedule for fleet vehicles and charges mileage to appropriate accounts for monthly journal vouchers.
• Schedules, records hours and approves timesheets for student workers.
• Keeps record of work-related injuries for Facilities Management department and reports workers compensation claims to insurance company. Summarizes and records accidents for first notification and then reports it to HR.
• Maintain 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, the Print Shop, and the University by performing other duties and responsibilities as needed.
  
  Required Qualifications:
  Knowledge, Skills, AbilitiesKnowledge 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 Kronos, SeeClickFix (work order system), PrintShop Pro and mySU (web portal). EducationHigh school diploma or equivalent is required. Experience2-3 years of administrative office experience required. Physical DemandPosition 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 10 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:
  Work Schedule/Hours per Week:
  Posting Date: 09/15/2021
  Closing Date:
  Open Until Filled: No
  Anticipated Start Date:
  Posting Number: AH00799
  
  To apply, visit https://jobs.susqu.edu/postings/2494