Facilities Operations Administrative Assistant
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 activities, 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. The position provides confidential administrative support to the Associate Vice President for Facilities Management and works collaboratively with Facilities directors, managers, supervisors, and university administrative offices to support departmental operations and complete administrative requirements in a timely manner. The job is based at Radford City - Main Campus, with a normal schedule of Monday through Friday, 8 a.m. to 5 p.m., for 40 hours per week, 12 months per year. The position is not 100% telework.
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, establish 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 with discretion.
- 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 appropriate documentation, and support departmental operations.
- Excellent organizational, customer service, interpersonal, oral, and written communication skills.
- Ability to prepare professional correspondence, reports, spreadsheets, meeting materials, and administrative documents with accuracy and 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 and 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 levels of an organization.
Nice To Haves
- Experience providing administrative or operational support within 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, operational and regulatory reporting, equipment and inventory records, executive administrative functions, and departmental information management.
- Coordinate multiple priorities, establish priorities, and manage competing deadlines.
- Maintain confidential personnel and financial information and accurate departmental records.
- Prepare and analyze reports and monitor administrative processes.
- Provide confidential administrative support to the Associate Vice President for Facilities Management.
- Collaborate with Facilities directors, managers, supervisors, employees, university administrative offices, vendors, and other stakeholders to support departmental operations and timely completion of administrative requirements.
- Compile, review, analyze, and maintain operational, personnel, purchasing, budget, inventory, and other administrative records and reports.
- Review transactions, identify discrepancies, maintain appropriate documentation, and support departmental operations.
- Prepare professional correspondence, reports, spreadsheets, meeting materials, and administrative documents accurately.
- Provide responsive customer service, assess administrative requests, and make appropriate referrals regarding Facilities programs and services.
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
