Position Summary: Provides administrative and project based support to the Facilities department including clerical, receptionist, and project based work.
Essential Job Functions:
- Provide administrative support including but not limited to answering telephones, updating database information and creating correspondence to respond to requests.
- Serve as administrative support to the Facilities Manager and support other members of the facilities leadership staff in an effort to assist them in achieving their goals.
- Intake and respond to requests for internal or external maintenance assistance.
- Record monthly issues and receipts for inventory and purchases.
- Complete purchase orders using program and excel data entry system.
- Maintain accurate inventory and purchase reports.
- Monitor and trace department expenses, process invoices, create reports, as requested.
- Support departmental and UWH-wide initiatives.
- Demonstrate regular and reliable attendance, adhering to assigned schedule and utilizing electronic time management system. This is not a remote position although you are able to work from home on occasion with your supervisor’s approval.
- Adhere to all company and departmental policies and procedures per the guidebook including all safety requirements.
- Utilize electronic time management system to input time, attendance and paid time off requests.
Non-Essential Job Functions:
- Support other divisions and administrative assistants, as requested.
- Attend meetings and take minutes to distribute, as assigned.
- Participate in organizational planning and/or attend special events.
- Communicate and appropriately act on behalf of the manager when necessary.
Education:
- High School Diploma or GED equivalent required.
- Associate’s degree preferred.
Required Experience:
- Minimum 3 years administrative assistant experience required.
- Strong organizational and project coordination skills.
- Exceptional written and verbal communication skills.
- Proficiency in Microsoft Office and collaboration platforms.
- Demonstrated ability to operate and problem-solve independently with limited supervision.
Computer Skills:
- Minimum advanced user of MS Office: Word, Excel, PowerPoint and Outlook
- Internet research savvy
Certificates & Licenses: Complete and pass DMV background check, to operate company issued vehicles
Competency Statement(s):
- Quality: Able to provide high quality customer service while consistently seeking ways to improve outcomes and enhance department service.
- Professional and Accountable: Demonstrates commitment to the position and accepts responsibility for personal actions.
- Values: Able to demonstrate commitment to the Unity core values.
Work Environment & Physical Requirements
| Activity | Frequency |
| Inside Work | C |
| Outside Work | O |
| Use of Hands/Fingers | C |
| Lifting /Carry: 20 Max lbs | O |
| Reach: Overhead and Forward | O |
| Climb - Stairs/Ladders | O |
| Sitting/Workstation | C |
| Traveling outside campus | O |
| Exposure to Hazards | N/A |
| Excessive Noise | O |
| Exposure to Temperatures | N/A |
| Operate Computer | C |
| Talk/Communicate | C |
| Operate Company Vehicles | O |
| Standing/Walking | O |
| Taste/Smell | N/A |
| Stoop/Kneel/Crouch/Crawl | N/A |
| Read/See | C |
| Operating Company Equipment: Copier, Shredder, PC, Handheld Electronic Devices | C |
| Personal Protective Equipment | N/A |
| N/A Not Applicable Activity - Not applicable to this occupation O Occasionally Position requires this activity up to 0-27% of the time (02.5 or < hrs/day) F Frequently Position requires this activity up to 27-61% of the time (02.5-5.5 hrs/day) C Constantly Position requires this activity up to 61-100% of the time (5.5+ hrs/day) |
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Work Environment: Office Environment
Other Duties:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
