Administrative Assistant 2

Details•San Diego, CA

17h•Onsite

About The Position

The University of San Diego Facilities Management Department is seeking an Administrative Assistant 2 to provide administrative and clerical support. This role involves acting as the office receptionist, customer service representative, disseminating information, coordinating monthly safety trainings, assisting with special projects, handling sensitive and confidential matters, and supporting the overall operations of the Facilities Management department. The University of San Diego is a contemporary Catholic institution committed to liberal arts education and the pursuit of truth, goodness, and beauty, welcoming individuals of all faith traditions.

Requirements

High school diploma or GED (General Education Diploma) equivalent
Three years’ experience in an office/academic environment
Working knowledge of computers and current MS Office
Ability to operate photocopier, fax and scanning machine
Ability to understand and follow oral and written instruction in English.
Ability to exercise discretion when working with sensitive/confidential subjects/material
Ability to type 55wpm
Working knowledge of a multi-lined phone system and ability handle large volume of telephone calls
Must possess excellent interpersonal skills including tact, diplomacy, flexibility, and possess the ability to work with diverse personalities.
Ability to assume responsibility, think clearly, logically, meet deadlines, and use sound judgment with frequent interruptions
Working knowledge of general office practices/procedures
Ability to write and communicate professionally including drafting formal business correspondence
General knowledge of accounting principles and practices
Understands the importance of customer service and has the ability to follow-up as well as communicate to internal and external clients effectively
Skill to organize/prioritize work and to manage time effectively with the flexibility to adapt to changing conditions.
Ability to establish and maintain cooperative and effective work relationships with colleagues, staff, students, parents, and the general public.
Ability to adapt to changing needs of department and learn new technology as needed in order to perform office support functions
Become familiar with and perform other administrative duties of the department and assist other department personnel, as directed
Must have a valid driver’s license and may be required to drive University vehicles.
Successful completion of a pre-employment background check.
Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Nice To Haves

Knowledge in CMMS is preferred

Responsibilities

Performs general office duties, serves as telephone/office receptionist and provides support to the FM department as needed
Answer several incoming lines promptly and courteously, takes accurate messages
Process large volume of maintenance work orders
Print reports from Event Management System (EMS) & Computer Maintenance Management System (CMMS).
Receive and process maintenance work requests
Maintain and update FM information boards as needed
Distribute department wide correspondence as needed
Provides problem resolution for customer inquiries/complaints
Greets visitors with excellent customer service, gives information, directions and/or instructions
Serves as liaison between facilities and internal/external customers
Receives, sorts, distributes, and sends mail and e-mail promptly and accurately
Maintains confidentiality
Receives special services phone calls and provides a high degree of customer service
Assists in scheduling work orders for special services
Provides Administrative support for the Environmental Health & Safety (EH&S) and Transportation department
Prepares entries for electronic training and safety records
Prepares new safety orientation packets
Confirms the status of current employee training
Creates purchase requisitions
Review and process invoices
Review and process gas logs
Prepare and process department of motor vehicle (DMV) registrations
Schedule make-up and retraining as needed
Aids in creating and updating maintenance requests
Maintains readily accessible copies of all EH&S compliance documents, permits and records
Schedule and tracks work orders scheduled through CMMS system
Maintains accurate filing system
Other duties as assigned