FACILITIES ADMINISTRATIVE ASSISTANT.S45400112

Job Summar y: Provide direct administrative support for Facilities Services and Facilities Planning, Design and Construction departments of the Office of Facilities in the assimilation of data and preparation of documents, writing, distributing, and pursuing of contracts, setting up training initiatives, maintaining records and files, and processing a variety of College online procedural and operational forms. Maintain the College-wide work order system in support of facilities services, facilities maintenance, and facilities grounds and transportation. Maintain data integrity of the work order system and utilize it for preparing data and reports . Schedule appointments and arrange meetings; prepare letters for supervisor's signature; provide assistance in the assimilation of data and preparation of reports. Provide assistance in coordination of preventive maintenance operations and schedules.

Supervision: This position reports to the Director of Planning, Design and Construction & The Director of Facilities Services

Essential Duties:

1. Type letters, reports, proposals, records, and other documents.
2. Compile information, prepare regular or special reports; maintain files and records and provide necessary documents for staff members' use. Assimilate, process, and maintain a wide variety of payroll, personnel, purchasing and other College operational forms.
3. Hire, train and supervise student assistants to staff the front office and perform data entry into the work order system. Monitor performance, approve online time report forms and provide overall guidance and direction.
4. Manage the College-wide work order system to include receiving and prioritizing work orders, determine routine or high priority status and assign work orders for completion. Follow-up and monitor all work orders.
5. Set up and maintain computer records for preventive maintenance; maintain, coordinate, and ensure completion of preventive maintenance operations and schedules; compile reports.
6. Provide training in the use and access of the work-control system, IPad utilization for receiving work orders, mobile applications, and other systems, equipment or technologies utilized within the Office of Facilities.
7. Provide administrative and secretarial support to the Director of Planning, Design, and Construction to include writing, distributing, and pursuing contracts, insurance documents and data tracking for most contracts with the Office of Facilities.
8. Process requisitions, pay bills using procurement cards, and make journal entries for charges to other departments using the on-line financial system.
9. Receive car reservation requests; ensure reservations are entered; verify driver information within the MVR database for insurance purposes and process and distribute appropriate paperwork. Process journal entries for chargebacks for fleet rentals, gas usage, and repair costs in the Finance Cloud system.
10. Assist in maintaining a fleet management system to track fleet maintenance, repairs, usage, inspections, and the efficient and effective use of the College fleet. Assist with the review of fleet policies and procedures and monitoring for compliance.
11. Prepare data and reports utilizing the work-control system and other College systems for use by the Associate Vice President, Directors, and supervisors within the Office of Facilities.
12. Provide back-up support and assistance with telephone requests, service requests and dispatching as necessary or directed.
13. Work with temporary employment agencies to arrange for temporary facilities workers as necessary; process required paperwork. Coordinate and schedule temporary workers.
14. Attend staff meetings and take minutes; recommend to supervisor methods for improvement of workflow and other departmental service/operational enhancements.
15. Assist in ensuring confidentiality and security of office, facilities, and records.
16. Participate in special projects as assigned.

Qualifications:

Associate’s degree and two years’ experience in a property, facilities, maintenance or construction environment or the equivalent combination of education and experience; demonstrated ability to manage and maintain an automated work order system, strong knowledge of Microsoft Office software applications with extensive experience using excel; strong attention to detail, strong interpersonal and communication skills and the ability to effectively work and interact respectfully within a diverse and inclusive environment, the ability to work independently with minimal supervision, and demonstrated outstanding customer/client service skills; possession of a valid NYS driver’s license or the ability to obtain the same are required.

Work Environment:

Most of the work of the incumbent is carried out within a generally accessible, safe, indoor and outdoor environment. The incumbent will be required to use a personal computer and associated equipment. The incumbent may be required to visit indoor and outdoor work sites resulting in the need to walk or drive or make alternative travel arrangements. The incumbent may be required to work nights and weekends in certain circumstances.

Application Instructions:

Interested applicants must apply online at http://ithaca.edu/jobs/ and attach a resume and cover letter. Questions about online application should be directed to the Office of Human Resources at (607) 274-8000. Screening of applications will begin immediately.