Office Assistant- Facilities

Drury University • Springfield, MO

4d

About The Position

The Office Assistant manages purchasing, inventory systems, and administrative functions for the Facilities Services office. The role handles purchasing, invoice tracking, inventory management, and clerical, financial, and project support for Facilities Services management and the Director of Facilities. It also provides scheduling and meeting support, records meeting minutes, reports on data and key performance indicators, and assists with work order distribution and facilities dispatching.

The position supports Facilities projects and budgets, coordinates purchasing and receiving, maintains Central Supply operations and records, and provides front-desk, communications, scheduling, and clerical support to the department. The role may also perform other job-related duties as assigned.

Requirements

• Office experience is required.
• Ability to read and interpret safety rules, operating and maintenance instructions, and procedure manuals.
• Experience using a personal computer and related software, including Microsoft Word, Excel, Outlook, Internet Explorer, Access, and internet-based databases.
• Excellent verbal and written communication skills.
• Ability to understand inventory and tracking systems and general purchasing.
• Ability to interact calmly and professionally with people in person and by phone.
• Ability to make accurate and appropriate decisions, including distinguishing emergencies.
• Ability to remain calm in emergency situations and obtain appropriate information when handling people and phone calls.
• Spelling, grammar, punctuation, and proofreading skills sufficient for daily correspondence and communications.
• Ability to solve problems, think critically and independently, and organize and complete workload.
• Ability to be flexible and receptive to instructions from more than one person.
• Ability to manage multiple tasks and a heavy workload.
• Ability to use copy and scanning equipment.
• Ability to perform arithmetic in all units of measure and use a ten-key calculator for payables, reports, and inventory.
• Ability to use standard office equipment, including a printer, copier, and scanner, to prepare invoices, work orders, billing, and other office communications.
• Ability to maintain confidentiality of files and conversations.
• Ability to talk and hear; walk, sit, and use hands to finger, handle, or feel; and occasionally lift or move up to 50 pounds.
• Close vision is required.
• Associate’s or Bachelor’s degree preferred.

Nice To Haves

• Associate’s or Bachelor’s degree.

Responsibilities

• Work on special projects as directed by the Executive Director of Facilities.
• Track project costs, help meet budgets, and develop and manage project schedules and work plans.
• Provide the Director of Facilities with regular project updates on strategy, adjustments, and progress.
• Track inventory of Facilities products, materials, equipment, and goods.
• Maintain records of incoming and outgoing invoices, reimbursements, warranty information, and budget entries.
• Monitor departmental budgets and provide budget reports to the Director of Facilities.
• Coordinate Facilities purchasing with management, including obtaining purchase orders and identifying best practices, pricing, and product standardization.
• Manage receipt of products purchased through Facilities.
• Track Central Supply purchasing and supply distribution, and review interdepartmental billing for ordered materials for approval.
• Enter data and prepare reports from work order and inventory management systems.
• Report on key performance indicators, special projects, and other information for department management.
• Cover the front desk, sign in visitors, check out contractor keys and key cards, and provide information and assistance to visitors.
• Answer and route phone calls, explain the work order process, and help callers submit work orders in the School Dude system.
• Assist with communications to the campus community about issues, including the status of open work requests.
• Monitor two-way radio calls at the base station and dispatch calls to appropriate personnel.
• Monitor the Facilities email inbox and forward or answer emails as appropriate.
• Print invoices and statements and enter processing information, including receipt date, vendor number, invoice total, work order number, and general ledger number.
• Provide Student Housing with routine updates on open work orders.
• Distribute mail and package deliveries to appropriate personnel.
• Manage Central Supply distribution of office supplies, update catalog pricing, reorder supplies, maintain accurate inventory, monitor incoming and outgoing items, and complete month-end journal entries for ordering departments.
• Assist with onboarding Facilities personnel, including entering them into the work order system and issuing key lockers and mailboxes.
• Maintain the Facilities leave-request calendar and accurately track attendance.
• Schedule monthly safety and department meetings.
• Maintain and update on-call calendars.
• Submit a work order graph report to the Executive Director of Facilities twice per week.
• Maintain an accurate list of contractor keys and key cards.
• Update the Facilities directory.
• Provide clerical assistance to Facilities Services management and personnel as needed.
• Perform other duties as assigned.

Benefits

• Generous paid time off, including more than four weeks starting in the first year
• Free tuition for the employee’s whole family
• Free tickets to Drury home sporting events
• Health and wellness benefits at competitive rates
• Free use of the onsite fitness center on the Springfield campus
• Discounted meals and Drury merchandise on campus

What This Job Offers

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