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Facilities Office Assistant

Bucknell University
Pennsylvania, United States
Salary Not specified
Posted date
Nov 1, 2021

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Position Type
Administrative, Business & Administrative Affairs, Facilities Management & Physical Plant
Employment Level
Employment Type
Full Time
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Facilities Office Assistant

Job No: 496879
Position Type: full-time
Location: Lewisburg, PA
Categories: Facilities, Clerical / Support

The Facilities Department front office is looking to add a detail-oriented, team player with a positive attitude to their team. The position requires someone who is capable of independently resolving routine problems. We need a people-person capable of being the main point of contact for the Facilities Office handling phones, greeting visitors, and communicating with staff of all levels of the campus community, external customers, and vendors. Additional duties will include processing and escalating work orders and generating associated reports, preparing various administrative reports, assisting in the administration of the university key control program, and addressing numerous other support related responsibilities. This position also has responsibility for invoicing for goods and services and managing the internal cost capture process.

This full-time, 12 month, benefits eligible position reports directly to the Director of Business Operations, Facilities. This full-time, non-exempt, benefits eligible position reports directly to the Director of Business Operations, Facilities.

Job Duties:
● Serves as the Facilities point of contact on work orders including but not limited to, triaging, processing, and escalating work orders, generating associated reports, providing status to customers, and responding to questions regarding cost capture billing. Inputs, updates and closes out work orders, and coordinates work with Facilities staff. Provides TMA/work order training for various departments campus wide. Assists in developing, updating, and maintaining statistics regarding work orders and customer satisfaction.
● Serves as the initial point of contact for the Facilities Office. Manages and screens incoming phone calls to the main phone line, greets and assists visitors, and provides assistance with general inquiries and scheduling meetings and appointments as necessary. Performs reception duties in an efficient, professional, and courteous manner.
● Provides general administrative support for staff in Facilities. May include, but is not limited to, making phone calls, drafting correspondence, securing information, managing and distributing incoming mail.
● Updates and maintains departmental policies and procedures, directives, and other correspondence.
● Maintains and updates records and files containing permits, contracts, approvals, warranties, licenses, all vendor Certificates of Insurance and inspection certificates.
● Assists with the University Key Control Program.
● Maintains the petty cash; making disbursements, reconciling, and submitting annual reports as necessary.
● Primary point of contact with Facilities cost capturing process and coordination of cost capture with Finance.
● Trains and supervises light-duty Facilities members until released to full duty.
● Responsibilities also include reconciling financial records, performing end-of-year closeout operations, and generating budget reports as required.
● Coordinates with Project Managers, Supervisors, and others to gather information for the end of fiscal year closeout, and prepares reports for submission to Finance.
● Employee safety shoe reimbursement program.
● Assists staff with Expense Reporting.
● Cross trains and serves as back up support for the other Facilities Office staff.
● Adheres to OSHA standards, employs safe practices, and follows safety policies/procedures. Uses PPE in a safe manner, sets examples for others, notifies supervisors of potential hazards, and demonstrates good housekeeping habits.
● Supports and promotes the University's sustainability efforts.
● Performs other duties as required.

Minimum Qualifications:
● High school diploma or equivalent.
● Three years of administrative/office experience.
● Proficiency with Google Suite, Word, Excel, PowerPoint, email, and other similar software programs.
● Strong customer service focus and time management and organizational skills.
● Demonstrated attention to detail and ability to enter large volumes of alpha/numeric data into a computerized system.
● Demonstrated ability to work with numerous interruptions, meet deadlines, and work well under pressure.
● Strong interpersonal skills, exhibited by the ability to exercise diplomacy, tact, discretion, and strict confidentiality with all persons both within and outside the department.
● Ability to understand oral and written instructions and procedures.
● Demonstrated ability to work independently and as a team member; take initiative, use good judgment, and communicate effectively.
● Demonstrated commitment to diversity and inclusiveness.

Other Requirements:
● This position is classified as part of essential services. Individual may be required to report to work even if campus has a delayed opening, early closing, or is closed, unless instructed otherwise by facilities supervisor; or when the individual has concerns related to their personal safety.
● A post offer criminal background.
● Ability to work occasional overtime as required.

Work Type:

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