Administrative Assistant

Adelphi University•Village of Garden City, NY

28d•Onsite

About The Position

The Administrative Assistant will provide work order support for all Facilities Teams. This position will be knowledgeable in trades related work and provide dispatch service for all service requests and tracking, through the Facilities System/Intake process. They will oversee payroll and attendance for both APPWLU and Local 1102 union staff. They will provide training support for the facilities service desk student workers, as well as monitor student payroll. Overall assistance with procurement related activities: employees ordering supplies and managing the university process for both facilities and housekeeping.

Requirements

Knowledge of trades and trades related work requirements.
High customer service and support skills.
Effective Problem solving and resolution.
Ability to communicate effectively with service vendors.
Technical skills required (Word, Excel, Google Suite, ADP)
Proficiency with basic calculations.
Ability to learn new software as needed.
Ability to be organized and pay attention to detail.
Excellent interpersonal and communication (verbal, written and presentation) skills.
Ability to maintain confidentiality.
Ability to work effectively under pressure, meeting deadlines and balancing multiple priorities.
Ability to work in collaborative, team-oriented environment.
Ability to work effectively with a wide range of constituencies in a diverse and inclusive community.

Nice To Haves

Familiarity with eProcurement system such as Unimarket is preferred.
Experience working in a facilities related area is a plus.

Responsibilities

Assign all service requests to appropriate trade or vendor.
Follow up, update and close out all vendor work tickets once completed ie exterminator, elevator.
Respond to all customer inquiries and assist with entering service requests.
Monitor the facilities management phone system and respond to phone calls using proper phone etiquette and customer service skills.
Monitor the facilities staff call out line.
Monitor the facilities staff building issues dedicated reporting line.
Manage student workers schedule and timecard approval.
Monitor and train facilities service desk student workers on the proper use of phone etiquette and customer service.
Run Footprints service reports to highlight current trends.
Program re-occurring preventative maintenance service tickets for all trades.
Review outstanding service requests: on hold, waiting for approval, waiting for materials and update.
Triage all urgent/emergency requests and dispatch appropriate team.
Work with the Executive Director of Facilities Engagement to approve time and attendance for all APPWLU and Local 1102 Union staff.
Display knowledge and understanding of union contract requirements as related to pay codes.
Track PTO accruals.
Maintain APPWLU PTO Google calendar for office to establish daily trade assignments.
Provide HR/Payroll Support for annual uniform check requisitions and Payroll Transaction Forms.
Support eProcurement lifecycle using Unimarket.
Assist facilities budget coordinator as necessary.
Order supplies as needed.
Perform other job related duties as assigned by the Assistant Vice President, Project Manager or Executive Director of Facilities Engagement.