Administrative Assistant I - Facilities & Engineering

Holyoke Community College•Holyoke, MA

3d•Onsite

About The Position

Under the direct supervision of the Director of Facilities & Engineering, the Administrative Assistant I provides comprehensive administrative, operational, and clerical support to the Facilities & Engineering Department and its management team to ensure the efficient operation of departmental functions. Ensures efficient daily operations and compliance with College policies, procedures, and established office standards. Ensures administrative deadlines are met by prioritizing work, maintaining accurate records, and completing assignments in a timely and accurate manner. Prepares, composes, proofreads, and distributes correspondence, reports, spreadsheets, and other departmental documents, ensuring accuracy, completeness, and compliance with applicable regulations and College standards. Prepares and processes travel requests, purchase requisitions, personnel requests, work orders in the College's computerized maintenance management system (Asset Essentials), and other departmental documentation. Serves as the primary point of contact for the Facilities Department by answering telephone calls, responding to inquiries, greeting visitors, providing routine information, and directing requests to the appropriate personnel. Receives, assigns, and monitors facilities work orders, routes requests to the appropriate maintenance shop, and provides customer follow-up through work order completion and closeout. Coordinates departmental meetings, appointments, calendars, and logistics, including preparing meeting materials and distributing campus schedules to Facilities staff. Maintains departmental files, reports, contracts, applications, vendor and contractor records, vehicle restriction documentation, campus key records, fire extinguisher inspection logs, and other operational records in accordance with recordkeeping requirements. Assists with departmental financial operations by processing procurements, purchases, budget documentation, fund control point management, account transfers, coordinating with the Fiscal Office, and supporting annual budget and spending plan development. Maintains vendor and contractor files, contact information, transaction records, and correspondence; coordinates vendor and contractor visits; and supports related account and purchasing activities. Receives, sorts, and distributes incoming mail, packages, memoranda, and other departmental communications. Performs other related duties as assigned.

Requirements

Minimum of two years of full-time, or equivalent part-time experience in office management, office administration, business administration or business management
Proficiency with Microsoft Excel and Word
Data entry skills
Organizational skills
Ability to analyze data and handle confidential information
Communicates effectively in written and oral expression
Ability to work and communicate effectively with a diverse faculty, staff and student body

Nice To Haves

Associate’s degree or higher
Ability to work with limited supervision
Ability to prioritize and multi-task
Ability to work in a team environment
Problem solving capabilities

Responsibilities

Provides comprehensive administrative, operational, and clerical support to the Facilities & Engineering Department and its management team.
Ensures efficient daily operations and compliance with College policies, procedures, and established office standards.
Ensures administrative deadlines are met by prioritizing work, maintaining accurate records, and completing assignments in a timely and accurate manner.
Prepares, composes, proofreads, and distributes correspondence, reports, spreadsheets, and other departmental documents.
Prepares and processes travel requests, purchase requisitions, personnel requests, work orders in the College's computerized maintenance management system (Asset Essentials), and other departmental documentation.
Serves as the primary point of contact for the Facilities Department by answering telephone calls, responding to inquiries, greeting visitors, providing routine information, and directing requests to the appropriate personnel.
Receives, assigns, and monitors facilities work orders, routes requests to the appropriate maintenance shop, and provides customer follow-up through work order completion and closeout.
Coordinates departmental meetings, appointments, calendars, and logistics, including preparing meeting materials and distributing campus schedules to Facilities staff.
Maintains departmental files, reports, contracts, applications, vendor and contractor records, vehicle restriction documentation, campus key records, fire extinguisher inspection logs, and other operational records.
Assists with departmental financial operations by processing procurements, purchases, budget documentation, fund control point management, account transfers, coordinating with the Fiscal Office, and supporting annual budget and spending plan development.
Maintains vendor and contractor files, contact information, transaction records, and correspondence; coordinates vendor and contractor visits; and supports related account and purchasing activities.
Receives, sorts, and distributes incoming mail, packages, memoranda, and other departmental communications.