Facilities Assistant, Fixed Term

Academy of Art University•San Francisco, CA

1d•Onsite

About The Position

The temporary Facilities Assistant supports Business Operations management and team members with the department’s day-to-day business functions, helping ensure department efficiency and meet organizational needs. This is a part-time, onsite position at 79 New Montgomery in San Francisco. The preferred schedule is Mondays, Wednesdays, and Fridays. The role includes administrative support, invoice management, building walkthroughs, and assistance with facilities and compliance activities.

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 information 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.
Coordinate with Academic Administration, General Administration, and Housing to help maintain campus building cleanliness and functionality, including walking buildings, creating work orders, and informing leadership of issues.
Prepare and post permits, certificates, notices, and other requested building signage.
Assist with building walkthroughs and meet inspectors as needed to support safety and compliance requirements.
Conduct and report building observations of academic and housing facilities as requested by department 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.