Executive Assistant - Facilities Management
About The Position
The Executive Assistant for Facilities Management is responsible for providing comprehensive administrative and managerial support to the Associate Vice President of Facilities Management and other senior department leaders. This role requires executive professional-level administrative expertise and discretion in supporting facility construction, maintenance, operations, sustainability, Environmental Health and Safety (EHS) service professionals’ campus-wide. The Executive Assistant to the Office of Facilities Management provides critical administrative assistance and customer relations for the Associate Vice Chancellor for Facilities, Director of Business, Fiscal, & Support Services, and Director of Sustainability. The Executive Assistant provides liaison support between the Chancellor’s and Provost’s offices, the Vice Chancellor of Finance/Administration, Senior Associate Vice Chancellor and Chief Administration Officer for Campus Services, other Vice and Associate Vice Chancellors, Deans, Faculty, Campus Facilities Directors, Staff, Legal Department, Procurement, Finance, Business Services, Business Services, Human Relations, and Building Executives. Responsible for office management, departmental policy, reports, documentation, and to coordinate communication across teams to all levels within campus Facilities; other duties as assigned. The position will also provide administrative oversight and support for other administrative personnel within the organization. This position may also supervise part-time office staff and/or student workers. Regular reliable and non-disruptive attendance is an essential job duty, as is the ability to create and maintain collegial, harmonious working relationships with others.
Requirements
- Associate degree in Business Administration, Public Administration, Construction Management, Finance or a related field from an accredited school of higher education.
- At least five years of administrative experience providing support to management, professional staff, or senior leadership.
- Experience with Microsoft Office, SharePoint, and other data tracking tools.
- Applicable equivalencies may be considered on the above qualifications.
Nice To Haves
- Bachelor’s degree in Business Administration, Public Administration, Construction Management, or a related field from an accredited school of higher education.
- At least seven years of experience in executive office management and support.
- At least three years of fiscal management experience.
- Experience with UofA operations, policies, procedures, applicable laws and regulations.
- Experience with university financial/HR information systems, administrative policies.
- Experience communicating with diverse stakeholders; institutional leadership (Chancellor, Provost, Vice Chancellors, Deans), faculty, and students.
- Certification in Microsoft Office.
- Certification in SharePoint.
Responsibilities
- Providing comprehensive administrative and managerial support to the Associate Vice President of Facilities Management and other senior department leaders.
- Supporting facility construction, maintenance, operations, sustainability, Environmental Health and Safety (EHS) service professionals’ campus-wide.
- Providing critical administrative assistance and customer relations for the Associate Vice Chancellor for Facilities, Director of Business, Fiscal, & Support Services, and Director of Sustainability.
- Providing liaison support between various university offices and departments.
- Managing office operations, departmental policy, reports, and documentation.
- Coordinating communication across teams to all levels within campus Facilities.
- Providing administrative oversight and support for other administrative personnel within the organization.
- Supervising part-time office staff and/or student workers.
- Ensuring regular reliable and non-disruptive attendance.
- Creating and maintaining collegial, harmonious working relationships with others.
Benefits
- University contributions to health insurance
- University contributions to dental insurance
- University contributions to life insurance
- University contributions to 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.
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What This Job Offers
Job Type
Full-time
Career Level
Executive
Education Level
Associate degree
