Facilities Assistant, Fixed Term

Academy of Art University•San Francisco, CA

2d•$20 - $23•Onsite

About The Position

The Facilities Assistant supports Business Operations management and team members with the department’s day-to-day business functions and helps ensure department efficiency. This is a part-time, on-site, fixed-term opportunity based at 79 New Montgomery in San Francisco. The ideal candidate works Mondays, Wednesdays, and Fridays and supports administrative tasks, invoice management, and facility walkthroughs.

Requirements

At least one year of experience in an office setting.
Excellent written and telephone communication skills.
Excellent time-management and organizational skills.
Ability to thrive in a dynamic, deadline-driven environment.
Ability to work independently.
Passion for student success and higher education.

Nice To Haves

Proficiency with Adobe Suite, MS Office, and MacBook.
Ability to learn new computer programs quickly.

Responsibilities

Answer incoming phone calls, take messages, check voicemails, direct callers, and manage department phone lines.
Schedule vendor, emergency vendor, contractor, and other service appointments.
Facilitate communication between Business Operations and other departments.
Initiate and track service calls, emails, and work orders related to business needs.
Prepare invoices for leadership review by checking accuracy, logging, coding, printing or emailing, filing, and monitoring them.
Research and collect vendor or retailer pricing for products and services as directed.
Maintain and monitor department calendars.
Collect and distribute mail.
Print, prepare, and maintain department records, matrices, contact lists, and other documents as requested.
Assist with academic and housing building facility checks at the start of each semester.
Work with Academic Administration, General Administration, and Housing to support the cleanliness and functionality of campus buildings and facilities, including walking buildings, creating work orders, and informing leadership of issues.
Prepare and post permits, certificates, notices, and other requested building signage.
Assist with facility walkthroughs and meet with inspectors at Academy buildings as needed to support safety and compliance requirements.
Conduct building observation reporting for Academic and Housing facilities as requested by leadership.
Maintain the Office Catalog with HR and General Administration, including SharePoint data entry, photo documentation, and notifying departments of facility changes.
Assist with special projects as needed.