Facilities Operations Administrative Assistant

Radford University • Radford, VA

9d • Onsite

About The Position

This position provides comprehensive administrative and operational support to Facilities Management and its leadership team. It supports the day-to-day operation of a complex university facilities organization through coordination of human resources transactions, purchasing and procurement, budget and financial processes, operational and regulatory reporting, equipment and inventory records, executive administrative functions, and departmental information management.

The position uses independent judgment and initiative to coordinate multiple priorities, maintain confidential personnel and financial information, prepare and analyze reports, monitor administrative processes, maintain accurate departmental records, and respond to Facilities employees, university departments, vendors, and other stakeholders. It provides confidential administrative support to the Associate Vice President for Facilities Management and collaborates with Facilities directors, managers, supervisors, and university administrative offices to support departmental operations and complete administrative requirements on time.

Requirements

• Considerable knowledge of administrative and office management practices and procedures, with experience providing administrative and/or programmatic support in a complex organization.
• Ability to coordinate multiple administrative and operational functions, set priorities, manage competing deadlines, and maintain accurate records and documentation.
• Ability to exercise sound judgment, initiative, discretion, and independent decision-making within established policies and procedures.
• Ability to handle confidential and sensitive personnel, financial, and organizational information discreetly.
• Proficiency with Microsoft Office applications, including Word, Excel, and Outlook, and related database or information-management systems.
• Ability to compile, review, analyze, and maintain operational, personnel, purchasing, budget, inventory, and other administrative records and reports.
• Knowledge of purchasing, accounting, budget, and administrative processes sufficient to review transactions, identify discrepancies, maintain documentation, and support departmental operations.
• Excellent organizational, customer service, interpersonal, oral, and written communication skills.
• Ability to prepare accurate, professional correspondence, reports, spreadsheets, meeting materials, and administrative documents with attention to detail.
• Ability to work independently and coordinate effectively with Facilities leadership, supervisors, employees, university departments, vendors, and other stakeholders.
• Ability to provide responsive, professional customer service, assess administrative requests, and make appropriate referrals regarding Facilities programs and services.
• Ability to work effectively with individuals from diverse backgrounds and at varying organizational levels.

Nice To Haves

• Experience supporting Facilities Management, physical plant operations, construction, maintenance, engineering, property management, or a similarly complex service-oriented environment.
• Knowledge of university and Commonwealth of Virginia administrative, purchasing, travel, financial, human resources, and records-management policies and procedures.
• Working knowledge of Banner, eVA, Cognos, PeopleAdmin, SSB/EPAF, or comparable enterprise administrative systems.
• Experience processing or supporting purchasing, procurement, travel, budget, payroll/timekeeping, and human resources transactions.
• Experience maintaining operational databases, equipment and inventory records, vehicle or fleet information, utilities data, personnel records, or comparable organizational reporting systems.
• Experience supporting senior-level administrators and coordinating calendars, meetings, correspondence, reports, special projects, and institutional reporting requirements.
• Experience preparing and analyzing spreadsheets, financial information, operational reports, and management reports.

Responsibilities

• Coordinate human resources transactions, purchasing and procurement activities, budget and financial processes, and operational and regulatory reporting.
• Maintain equipment and inventory records, departmental information, and accurate administrative documentation.
• Provide confidential administrative support to the Associate Vice President for Facilities Management.
• Prepare, compile, review, and analyze operational, personnel, purchasing, budget, inventory, and other administrative records and reports.
• Review transactions, identify discrepancies, maintain supporting documentation, and support departmental administrative processes.
• Prepare correspondence, reports, spreadsheets, meeting materials, and other administrative documents.
• Coordinate administrative requests and priorities with Facilities leadership, employees, university departments, vendors, and other stakeholders.
• Provide professional customer service and make appropriate referrals regarding Facilities programs and services.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed