Administrative Assistant to the AVP, Office of Capital Projects
About The Position
Reporting to the Associate Vice President for Capital Projects within the Facilities Organization, the Administrative Assistant will play an essential role within the Office of Capital Projects. The Office for Capital Projects is a division within Facilities that establishes strategic and integrated approaches to developing academic, administrative, and campus life facilities. This individual must embody core values essential to the Facilities organization including excellent customer service, resourcefulness, dependability, and approachability, while exercising the utmost discretion. The position will require strong organizational, communication, customer service, and process management skills to help shape this dynamic department responsible for executing the Capital Plan.
Requirements
- Associate degree and at least 5 years’ experience in a related role
- Able to prioritize and coordinate multiple projects simultaneously in a demanding environment.
- Demonstrated technical skills in Microsoft Office Suite, Outlook, and Adobe Creative Suite, including Acrobat and Photoshop.
- Highly organized, dependable, and exercise excellent judgement and discretion in dealing with sensitive information.
- Demonstrated communication skills both written and oral, able to connect with all levels of staff, faculty, students, and community members.
- Able to adapt to changing priorities and needs, while remaining flexible.
- Able to collaborate with colleagues across Facilities and with campus partners and stakeholders.
Nice To Haves
- Previous experience working in higher education environment or the construction industry.
- Interest or familiarity with computer software technology, computer aided drafting, database software and terminology
- Proficient or advanced in Concur.
Responsibilities
- Provide reception responsibilities for the office while creating a welcoming atmosphere and providing helpful information and guidance to phone, mail, email, and in person inquiries. Exercise sophisticated phone etiquette, exceptional written correspondence, and maintain a professional demeanor in all circumstances while representing the Office of Vice President for Facilities and the Office for Capital Projects.
- Manages the complex calendar for the AVP, setting internal prep meetings and debriefs. Draft and circulate agendas, take meeting minutes when necessary, and implement systematic follow-ups to be sure all tasks are completed thoroughly and in coordination with other Facilities departments and with campus partners.
- Coordinate travel arrangements for the AVP, completing all expense reports using Concur and processing reimbursements in a timely manner.
- Develop and/or maintain administrative and project filing systems (electronic and paper). This support function includes AVP files, project files, and general administrative files. Maintain various template files and guidance documents to assist in the overall accomplishment of OCP goals. Verify consistent use and implementation of filing systems.
- Organize and manage a diverse range of events including small, recurring meetings (5 –10 attendees); weekly senior staff meetings (~12 attendees); monthly department meetings (~90 attendees); Facilities training sessions (~900 attendees over multiple sessions); new employee orientation and campus tours; sexual harassment prevention training, etc. Manage event logistics to include book venues, enlist outside facilitators, coordinate catering services, arrange for media services support, compile, and distribute materials, prepare meeting summaries, write, and circulate minutes, etc.
- Assist with the development and formatting of processes and procedures generated by the Strategy and Governance Team. Solicit and organize feedback.
- Serve as back-up to the Executive Assistant to the Vice President for Facilities.
- Serve as back-up to the Manager, Administrative & Business Services, partnering in the day-to-day operation of the office.
- May represent OCP on Facilities or University wide committees.
- Will be assigned special projects as required to advance mission and goals of OCP, Facilities or the University.
Benefits
- comprehensive benefit program
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
