Working under minimal supervision, provide operational leadership to front office administrative staff. and administrative support to the Associate Vice President of Facilities. Regularly provide accurate and concise project, program, and work order information. Communicate effectively with customers, campus stakeholders and community members. Ensure that the front office administrative staff have the resources and knowledge to provide robust support to the facilities team and a high level of customer service to the campus community. Train, utilize and oversee automated processes and systems such as TMA, Concur, and Banner. Be able to manage multiple priorities in a fast-paced environment.

Anticipated Salary Range: $19.25 to $23.88 per hour

Responsibilities:

• Work directly with the AVP for Facilities to support all aspects of their daily work routine.
• Maintain the AVPs calendar, including scheduling meetings, appointments, speaking engagements, and travel (may include domestic and international) arrangements. Exercise discretion in committing time and evaluating needs.
• Serve as a liaison between the AVP, Facilities staff, internal and external community stakeholders. This includes receiving and screening the phone calls and visitors, answering a variety of questions with tact and diplomacy, taking messages, and directing calls appropriately for resolution.
• Coordinate work with other Facilities and Campus staff as needed; play a key role in the coordination of staff efforts both within and outside the department.
• Provide coordination, monitoring, and communication of projects programs and events managed by the Facilities Maintenance & Operations Department.
• Serve as a primary point of contact between the Office of the Associate Vice President, campus groups and community leaders, including helping to coordinate the work of the different groups and providing administrative support for meetings, presentations and events.
• Assist the AVP in the development of presentations and white papers for internal and external audiences.
• Determine priority of matters of attention for the AVP; redirect matters to staff to handle, or handle matters personally, as appropriate.
• Keep the AVP advised of time-sensitive and priority issues, ensuring appropriate follow-up.
• Coordinate. organize and execute in the scheduling and planning of special events, meetings and presentations.
• Routinely perform a wide variety of support duties.

Front Office Support:

• Supervise the front office administrative team; coordinate and ensure the effective communication of day-to-day priorities and the completion of work; ensure a high level of customer service is provided; serve as the point of contact to both the administrative team and shop staff regarding administrative issues; oversee the documentation and delivery of administrative team action items as assigned or as determined.
• Prepare project invoices for payment following the colleges accounts payable process requirements; ensure proper coding and documentation.
• Maintain, document, report, and provide analysis on purchase order records including those of a sensitive/confidential nature; collaborate with the Facilities Financial Analyst to maintain and assist in the preparation of accurate financial records for R&R, capital, and sustainability program projects and Facilities Service P-Card transactions.
• Ensure campus community and external stakeholders receive timely and transparent communications: maintain and update the Facilities Services Webpage.
• Facilitate cross-training and identify continuing education opportunities for front office administrative team.
• Work closely with the project management team to ensure project milestones and procedures are tracked and documented
• In the event of administrative team absence, facilitate daily operational tasks to help ensure timely and complete work order processing; assign multiple work order requests to various shops and campus departments; assign work orders to correct shops with accurate billing information.
• Coordinate emergency policies and procedures for Facilities Services; collaborate with multiple campus departments to ensure safety and preparedness documentation is accurate, updated, and correctly distributed.
• Facilitate the publication and communication of Facilities Services standard operating procedures, contractor and insurance approval, driver registration, training opportunities, maintenance of the out-of-office policy, and documenting and distributing facility safety protocols and deliverables in collaboration with the Environmental Health and Safety Office.

Additional Responsibilities:
o Actively support the colleges plan to be an antiracist institution by understanding, engaging with, and promoting diversity, inclusion, and equity in the college community.
o Promote a culture of safety and environmental protection by working in a safe manner; immediately reporting unsafe
situations and accidents; following college procedures; and participating in appropriate safety training.
o Demonstrate environmental sustainability by using college resources wisely and supporting the colleges sustainability
initiatives and innovation.
o Perform other duties as assigned.

Required Qualifications:
Some college/Associates degree plus a minimum of five years of related office experience; knowledge of accounting and project management; proficient with computer software programs such as Microsoft Office Suite (Word, Outlook, Excel, PowerPoint), internet searches and database systems; excellent interpersonal, professional oral and written communication skills; ability to communicate effectively and develop positive relationships with people from different cultural backgrounds; proficient in spelling, punctuation, grammar, and basic business math; ability to think critically and solve problems; good judgment and ability to handle confidential/sensitive information with discretion; excellent organizational and customer service skills; ability to operate standard office equipment.

Preferred Qualifications:
Bachelors degree in a related field (Business, Accounting, etc.); experience in higher education; knowledge of construction and maintenance projects; experience with TMA, Banner, Concur, KX, and Adobe software. Experience supporting a senior executive

Job Type: Full-time

Pay: $19.25 - $23.88 per hour

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