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Office Assistant

Benedictine University
Illinois, United States
Salary Not Specified
Posted date
Sep 23, 2021

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Position Type
Administrative, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Auxiliary Services
Employment Type
Full Time
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Office Assistant

Benedictine University is an inclusive academic community, inspired by the Catholic intellectual tradition and Benedictine values. We seek employees who will contribute to the advancement of our mission by helping students shape lives of meaning and purpose as engaged citizens who care for the Earth, welcome people of diverse faiths and cultures, and promote the common good.

Primary Duties and Responsibilities:

Job Title: Office Assistant

Department: Facility Support Services

Reports to: Manager, Facility Support Services

Status: Full-Time, Benefit Eligible

Location: Lisle Campus

Position Summary: Responsible for office and administrative support to the Department of Facilities Management. Provides high-level customer service to all University's students, faculty, staff, and visitors to ensure the departments operational success.

Essential Job Responsibilities:

1. Responsible for the overall function and organization of the Facilities Management front office. Answer all department inbound phone calls and voice mail, receive and respond to department emails, as well as greet visitors, vendors, and contractors while maintaining all required tracking logs. Provide support with generating on-demand service work order requests and/or dispatching service staff. Ensure office, phone, and email coverage week days from 8:30a - 4:00p.   

2. Assist the Manager with data entry, copying, scanning, special projects, and other department office administrative support functions as needed.

3. Screening, processing and delivering paperwork on a daily basis. Responsible for maintaining an extensive electronic filing system using standardized naming formats and updating the master tracking spreadsheets.

4. Receive and process requests from staff for keys, signage and office locations. Receive and process work orders for pest control services. Maintain the department support event schedule, systems, websites, policies and procedures manuals, tracking logs, and all other needs as required.

5. Assist with department meeting and event arrangements including making space reservations, setting up virtual and in office meetings, calendar maintenance, appointment scheduling, ordering food services, and all other needs as required.

Other Functions:

1. Receive, process, deliver and distribute mail and packages for the department.

2. Assist with maintaining office equipment and ordering and maintaint office supply inventory.
3. Prepare and create correspondence, documents, internal and external reports, and handle confidential materials.

Required Qualifications:

Education: High School Graduate/GED Required, Bachelor's Degree Preferred

Experience: 1-3 years office experience, preferably in an academic setting

Specific Skills: Ability to maintain high level of confidentiality, knowledge of business office practices and procedures, excellent interpersonal/human relations skills. Accurate typing skills, excellent written and verbal communication skills.

Specific Knowledge, Licenses, Certifications: Proficiency in Microsoft Office, good comfort level with computers and willingness to learn new software applications.

Physical Requirements: While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to touch, handle or feel; and reach with hands and arms. This position requires the ability to occasionally lift office products and supplies, up to 20 pounds. Use of computer screen, phone and customer service. May require bending, or sitting for long periods of time. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Travel (If applicable): NA

Supervisory Responsibility (if applicable): NA

Working Conditions: General Office Environment

Benedictine University does not discriminate in its admissions or educational policies, programs or activities; scholarship and loan programs; athletic and other University administered programs or employment practices on the basis of race, creed, color, national origin, sex, sexual orientation, age, disability, military or veteran status, marital status, citizenship, or any other characteristic protected by applicable law. The laws applicable to Benedictine University include constitutional and statutory protections of the University's rights as a religiously sponsored institution. This policy of equal employment opportunity applies to all employment and personnel practices including, but not limited to, recruiting, hiring, promotion, training and compensation.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire. Per Gov. Pritzker’s Executive Order proof of vaccination or weekly COVID-19 testing is required.

Benedictine University is an Equal Opportunity Employer.

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