Administrative Assistant - Facilities

COLLEGE OF THE MUSCOGEE NATION•Okmulgee, OK

About The Position

Under the direction of the Facilities Supervisor, the Administrative Assistant provides administrative, clerical, and organizational support to facilitate the efficient operation of the facilities department. The role coordinates communications and activities and ensures the supervisor and team have the resources and information needed for smooth daily operations. It also supports facilities objectives by coordinating service maintenance and repairs and documenting immediate infrastructure requirements. The position requires cultural sensitivity and professionalism in a multicultural and Native American environment.

Requirements

Associate degree.
Advanced electronic office administration experience.
Proficiency with Microsoft Excel, Word, and PowerPoint.
Ability to use an adding machine or calculator, copy machine, fax machine, and telephone.
Valid driver’s license.

Nice To Haves

Tribal College experience.
Ability to speak the Muscogee (Creek) language; this is preferred but not required.

Responsibilities

Maintain accurate records for supplies, equipment, office assets, vehicle maintenance and use, inventory, office keys, help desk tickets, and other administrative documents.
Monitor supply levels, coordinate reordering, and work with vendors to track orders, verify deliveries, and resolve shipment issues.
Prepare reports on supply usage, purchases, vehicle maintenance schedules, costs, and other administrative processes for the Facilities Supervisor.
Support the development and implementation of administrative procedures to improve efficiency and ensure compliance with organizational standards.
Manage office key distribution, collection, and records, coordinating key assignments with Human Resources during hiring and employee exits.
Schedule vehicle maintenance, inspections, and repairs, and maintain records of vehicle use, mileage, fuel expenses, and service history.
Request fuel cards from MCN Travel Plaza, maintain distribution and checkout logs, verify purchases, and account for fuel usage.
Manage vehicle keys and maintain a shared vehicle scheduling calendar.
Collaborate with the Muscogee (Creek) Nation Risk Management Department on vehicle insurance coverage, claims, and insurance-related repairs.
Assist with disposal of surplus office equipment, furniture, and outdated vehicles in accordance with organizational policies and the Facilities Supervisor’s direction.
Serve as a point of contact among the Facilities Supervisor, Inventory Specialist, janitors, and maintenance technicians to coordinate communication, workflow, and issue resolution.
Communicate with janitors and maintenance staff about work orders, task progress, equipment and supply needs, and operational concerns.
Support the Inventory Specialist with documentation, record verification, and discrepancy resolution.
Coordinate with the Executive Secretary on internal and external campus events, including setup and breakdown of tables, chairs, and other event requirements.
Update and monitor CMN Help Desk tickets, ensuring tasks are documented, tracked, assigned, and resolved in a timely manner.
Coordinate with Accounting staff to monitor open purchase orders and support accurate documentation, timely processing, and follow-up.
Oversee utility shut-off and activation for campus buildings as needed, following safety protocols and minimizing operational disruption.
Coordinate with the Housing Manager on student dormitory maintenance, repairs, inspections, move-in and move-out preparations, and emergency repairs.
Work with Security staff on building-related emergency management protocols, including fire alarms and storm shelter occupancy.
Communicate with other departments to address administrative requests, operational needs, and cross-departmental coordination.
Demonstrate respect, cultural sensitivity, and professionalism in a multicultural and Native American environment.
Perform other duties as assigned by the Facilities Supervisor or required by departmental needs.