Administrative Assistant – Facilities Operations

University of Arkansas System • Fayetteville, AR

1d

About The Position

The Administrative Assistant for Facilities Operations provides proactive administrative and coordination support to the Director and Facilities Operations teams. The position calls for a self-motivated, resourceful, organized, and adaptable person who takes ownership of responsibilities, identifies needed work, initiates workflow, and follows tasks through to completion with minimal direction. The successful candidate anticipates needs, follows up on outstanding items, solves problems within their authority, and helps keep operations moving in a fast-paced and occasionally challenging environment.

Area responsibilities are approximately 50% Building Services, 25% Director, and 5% each for Zones, Shops, HVAC, Grounds, and Other. Regular, reliable, and non-disruptive attendance is essential, as is the ability to maintain collegial, harmonious working relationships.

Requirements

• Formal education equivalent to a high school diploma.
• Knowledge of recordkeeping and filing procedures.
• Basic arithmetic, data entry, grammar, spelling, and business correspondence skills.
• Knowledge of computer systems and standard office software applications.
• Strong organizational and time-management skills.
• Effective customer service and interpersonal communication skills.
• Proficiency with standard office equipment, including multi-line phones, copiers, scanners, and printers.
• Ability to take initiative, identify needs, and independently generate workflow without continuous direction.
• Ability to establish priorities and adjust quickly when operational needs change.
• Ability to track assignments, identify outstanding items, and proactively follow up with appropriate individuals.
• Ability to exercise sound judgment and make appropriate decisions within established procedures and authority.
• Ability to work effectively with employees across trades, professions, work styles, and organizational levels.
• Ability to remain professional, solution-focused, and productive during challenging interactions, competing demands, and high-pressure situations.

Nice To Haves

• At least one year of clerical or administrative experience.
• Experience using Microsoft Office applications, including Word, Excel, and Outlook.
• Experience in a facilities, operations, construction, or service-oriented environment.
• Bilingual ability; Spanish preferred.

Responsibilities

• Provide administrative support to the Director and Facilities Operations teams.
• Take ownership of assigned responsibilities and initiate workflow with minimal direction.
• Anticipate needs, track assignments and outstanding items, and proactively follow up to ensure completion.
• Solve problems within established authority and help coordinate work as operational needs change.
• Maintain regular, reliable, and non-disruptive attendance and collegial working relationships.

Benefits

• Health insurance
• Dental insurance
• Life insurance
• Disability insurance
• Tuition waivers for employees and their families
• 12 official holidays
• Immediate leave accrual
• Choice of retirement programs with university contributions ranging from 5% to 10% of employee salary

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED